Office Manager, Office of Public Safety and Emergency Management

Equal Opportunity and Nondiscrimination Statement

In addition to its commitment to a harassment-free educational and working environment the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race color religion sex (including gender pregnancy childbirth or related medical conditions) gender identity gender expression national origin ancestry age physical disability mental disability medical condition or medical leave marital status sexual orientation or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Location:

Claremont CA

Job Posting Title:

Job Details and Requirement:

BASIC FUNCTION:

The Office Manager provides administrative support to the Office of Public Safety and Emergency Management in a broad range of administrative support and secretarial duties; supervises and coordinates office activities budgets and meetings; independently conducts and coordinates special projects as assigned; maintains department websites; and exercises judgment in the application of College policies.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Under minimal supervision of the Executive Director of Public Safety and Emergency Management the Office Manager performs the following essential duties and responsibilities:

• Provide administrative support for Public Safety Emergency Management and Environmental Health and Safety functions at the direction of the Executive Director of Public Safety and Emergency Management the Assistant Director of Public Safety and the Manager for Environmental Health and Safety and Emergency Management.
• Perform frequent administrative and secretarial decisions based on knowledge of the full range of College policies procedures and personnel.
• Exercise a high degree of independent judgment tact and discretion in the execution of assigned responsibilities.
• Maintain the department calendar schedule meetings and prepare agendas for meetings. Attend record and transcribe minutes at selected meetings at the direction of the Executive Director and Manager.
• Maintain and organize confidential files and other records for the office.
• Maintain close liaison with stakeholders including but not limited to students parents administrators trustees faculty and members of the community.
• Be familiar with College policies and procedures and respond to inquiries on matters and activities relating to the department.
• Oversee the departmental budgets.
• Purchase and inventory office equipment and supplies.
• Prepare Request For Checks (RFCs) forms for payment of invoice and manage other journals and payments on behalf of the department.
• Read incoming mail handle on own initiative correspondence not requiring personal attention of the Executive Director and other Sr. leadership within the Office of Public Safety and Emergency Management.
• Compile information to assist the Executive Director Assistant Director and Manger in preparation of reports. Edit reports memoranda letters and communications for accuracy.
• Coordinate and plan departmental events which involve communications logistic preparations attendee arrangements and various administrative tasks.
• Assist in the development of Public Safety and Emergency Management inventory processes to include hands-on assistance in inventory movement/control.
• Assist in the continued development of Public Safety and Emergency Management training processes including but not limited to creation and coordination of departmental training calendars for faculty staff and students across TCCS.
• Assist in the development and updating of Public Safety and Emergency Management applications to include web presence reporting tracking and logistical apps.
• Maintain and manage the public safety and emergency management webpages.
• Have working knowledge of Everbridge Workday and Public Safety reporting software systems.
• Communicate and coordinate with other Public Safety and EM aligning departments across TCCS and CMC to ensure responsiveness and partnering resolution of lower and up to critical incidents.
• Serve in integral role in department process development and on-going accountability for all logistics systems and equipment to include Fire Extinguishers First Aid Kits First Aid boxes AEDs Duress Alarms Blue Light phones and other campus equipment needs.
• Assist in community safety kit builds such as RA and BSC emergency backpacks under the direction of the department head.
• Represent the department at functions (i.e. club fairs information sessions etc.) at the direction of the Executive Director Assistant Director and Manager.
• Perform other administrative and clerical duties as assigned

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The successful candidate will also be able to perform the following essential functions:

• Take and follow directions.
• Work cooperatively with others.
• Receive and respond appropriately to constructive criticism.
• Display a positive attitude.
• Balance multiple tasks and priorities.
• Performs other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS & SKILLS:

EDUCATION: Bachelors degree or equivalent combination of education and experience that provides the required knowledge skills and abilities preferred.

EXPERIENCE: Two to three years of increasing responsibility as an office manager or related experience. Experience working in higher education or in an office with safety emergency management and environmental health and safety programs is preferred.

LICENSES: A valid drivers license or equivalent means of reliable transportation to off-site meetings and events is required.

REQUIRED KNOWLEDGE SKILLS and ABILITIES: Individual must possess knowledge skills and ability to be able 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 knowledge skills and abilities.

• Knowledge of the policies and procedures of the College.
• Excellent computer skills including Word PowerPoint Box and Excel and basic web page maintenance skills.
• Ability to handle sensitive and confidential materials with good judgment and discretion.
• Excellent oral and written communication skills.
• Proven ability to problem-solve in a fast-paced environment.
• Ability to make independent judgment and decisions with regard to matters of significance.
• Ability and judgment to effectively set appropriate priorities to work accurately and efficiently.
• Excellent interpersonal skills with a proven ability to interact with students faculty and staff; focus on offering a high level of customer service to both internal and external constituents.

OTHER:

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m. Monday Friday. Overtime holiday weekend and evening work hours may be required. Travel may be required. Regular hours may vary due to needs of the College or division.

CLASSIFICATION AND STATUS: This is a regular full-time 12-month non-exempt benefits-eligible position.

Supervisor AB1825 Yes

Mandatory Reporter CA Penal Code: Yes

Responsible Employee Title IX: Yes

Campus Security Authority The Clery Act Yes

IPEDS Category Job Code: 15-0000/17-0000/Computer Engineering and Science Occupations (IPEDS Classification-United States of America)

REQUIRED ON-SITE OR REMOTE PERSONNEL: During an emergency required on-site or remote personnel provide services that relate directly to the health safety and welfare of the College ensure continuity of key operations and maintain and protect College properties.

On-site personnel are expected to come to work in emergency situations unless they are specifically excused by their departments. On-site personnel are required to report to Campus to perform required function.

Remote personnel can continue operations without physically reporting to campus.

Is this position: Required On-Site Personnel

APPROXIMATE PAY RANGE: $30.00 - $33.00 per hour

SUPERVISORY RESPONSIBILITY: None

REPORTS TO: Executive Director of Public Safety and Emergency Management

GROOMING AND APPEARANCE: Employees are expected to wear attire that is appropriate to the office or department in which they work.

BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Employment is contingent on the satisfactory results of the aforementioned in addition to compliance with requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employees assigned to this position. Duties and responsibilities can change and develop over time; accordingly the College reviews job descriptions on a periodic basis and may make changes of business necessity.

AT-WILL EMPLOYMENT: Employment with the College is at-will meaning that the terms of employment may be changed with or without notice with or without cause including but not limited to termination demotion promotion transfer compensation benefits duties and location of work. There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding employees and the College retain the right to terminate the employment relationship at will at any time with or without cause. The President is the only person who can modify or alter the at-will employment relationship.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications consistent with applicable state and federal laws without regard to race color religion sex sexual orientation gender identity gender expression pregnancy breastfeeding or related medical condition national origin ancestry citizenship age marital status physical disability mental disability medical condition genetic characteristic or information military and veteran status or any other characteristic protected by state or federal law. Inquiries may be directed to the Director for Human Resources 528 N. Mills Avenue Claremont California 91711-4015 . All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or for aliens documents verifying legal permission to work in the United States applicants acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the Colleges automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individuals disability.

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College the selection of an accommodation will be at CMCs discretion. To request disability accommodation for any part of the application or hiring process please contact Human Resources at or for assistance.