Academic Administrative Assistant

  • Scripps College
  • Scripps College, North Columbia Avenue, Claremont, CA, USA
  • Sep 18, 2018
Full time Admin-Clerical

Job Description

PRIMARY PURPOSE/GENERAL DESCRIPTION:

The successful candidate will work independently to perform a broad range of administrative and highly skilled secretarial/clerical duties for Scripps College faculty.  Duties and responsibilities are varied and often confidential in nature.  Requires knowledge of the organization, its policies, procedures and personnel, and expertise in a variety of computer software programs.  Will support Scripps College faculty and the Clark Humanities Museum. Will occasionally support and plan weeknight and weekend programs such as lectures, workshops, and other events as may be required.

 

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

 

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position.  The list of essential functions below does not identify all duties performed by any single incumbent in this position.  Perform other duties as assigned.

 

  • Provide general assistance to faculty in preparation of material for coursework and research, to include syllabi, exams, research manuscripts, photocopying handouts, advertisements for campus events, and any other related duties as may be required.  Will organize and publicize campus events such as lectures, workshops, and other events as may be required.
  • Compile and prepare all correspondence for meetings and committees, taking minutes of meetings.
  • Provide administrative assistance for faculty searches including establishing files (hard copy and/or electronic) and databases of applicants, maintaining response data, planning for candidate visits, and other search-related duties.
  • Process and maintain employment and payroll paperwork for student employees. May assign work to work-study students or temporary employees in a non-supervisory capacity.
  • Assist faculty with monitoring budget expenditures, tracking expenses and running balances.
  • Maintain and update academic files and records for multiple departments.
  • Assist with routine exhibit installation preparations in Clark Humanities Museum, including but not limited to, coordination of multiple departments in setting-up exhibits. 
  • Assist student and scholar visits to the museum and support Clark Humanities Committee with publicity for exhibits.
  • Maintain calendar for scheduling use of museum space.
  • Update museum webpage and Facebook page.
  • Respond independently to inquiries by students and others requiring knowledge of department policies and guidelines.
  • Perform other essential duties and tasks specific to the position.
  • Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:  

Individuals must possess knowledge, skills and abilities to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

 

  • Excellent computer skills: Proficient in word processing and spreadsheets, to include Microsoft Office, Excel, Adobe and other computer software programs including database management systems.
  • Excellent organizational skills.
  • Excellent written and verbal communication skills, including expertise in punctuation and grammatical correctness for correspondence, projects, and reports.
  • Ability to interact well with a diverse faculty, staff, and student population.
  • Experience and aptitude for working with budgets desirable.
  • Excellent judgment and the ability to work with confidential information.

 

QUALIFICATION STANDARDS:

 

EDUCATION & EXPERIENCE:  

 

Graduation from high school or equivalent with courses beyond high school equivalent to two years of college or business school or any combination of education, training or experience that provides the required knowledge, skills, and ability.  Four or more years of experience in positions of increasing responsibility.

LICENSES / CERTIFICATES

None.

 

OTHER:

 

HOURS & CLASSIFICATION AND STATUS

This is a regular, full-time, ten-month non-exempt level position.  Benefits-eligible.

The scheduled hours for this position are Monday-Friday 8:00am-5:00pm.

           

SUPERVISORY RESPONSIBILITY

May supervise student workers.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is quiet to moderate. 

 

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. 

Sitting in a normal seated position for extended periods of time.  Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters.  Ability to bend and stoop, for example, to file.  Ability to move about.  Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages

 

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time.  Scripps College is an At-Will employer.  Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

 

Scripps College is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, gender, religion, marital status, registered domestic partner status, age, national origin or ancestry, sexual orientation, gender identity, physical or mental disability, medical condition including genetic characteristics, or any other consideration made unlawful by federal, state, or local law.