Executive Assistant to the Vice President of Human Relations and Chief Civil Rights Officer

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 Executive Assistant to the Vice President of Human Relations and Chief Civil Rights Officer provides direct support to the VP of Human Relations and Chief Civil Rights Officer and serves as a key member of the team. The Executive Assistant exercises excellent independent judgement discretion and displays strong organizational abilities in the execution of high-level administrative responsibilities. The Executive Assistant reports directly to the Vice President of Human Relations and Chief Civil Rights Officer. This position collaborates with various members of the Vice Presidents team and all departments campus-wide.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS

Reporting to the Vice President of Human Relations and Chief Civil Rights Officer the Executive Assistant performs the following essential duties and responsibilities:

• Work closely with the VP of Human Relations and Chief Civil Rights Officer (CCRO) to communicate both verbal and written priorities process procedures and updates.
• Represent the VP of Human Relations and CCRO as the initial point of contact and act as the liaison with staff faculty students and other stakeholders as needed.
• Draft correspondence for the VP of Human Relations and CCRO and respond on their behalf to inquiries. Execute and distribute all correspondence in a timely manner.
• Create presentations and reports for the VP of Human Relations and CCRO using various software graphics PowerPoint and Excel pivot tables as needed.
• Prepare track and monitor the VP of Human Relations and CCROs annual budget including discretionary funds P-card reconciliation and provide regular updates.
• Effectively and accurately manage the VP of Human Relations and CCROs schedule including scheduling meetings arranging Zoom meetings coordinating catering and other logistics as needed.
• Serve as strategic advisor to the VP of Human Relations and CCRO including providing suggestions and valuable feedback as needed.
• Exercise significant discretion and independent judgement in acting on behalf of the VP of Human Relations and CCRO and completing various administrative tasks on their behalf as needed.
• Coordinate and prepare meeting agendas serve as back-up in attending meetings as needed and accurately record meeting minutes and distribute meeting minutes within a timely manner.
• Organize special events on behalf of the VP of Human Relations and CCRO such as luncheons dinner parties receptions scholarly visitors and other College related events as needed.
• Negotiate and collaborate with outside vendors for various College related events supports special projects and events as needed.
• Oversee document storage manage document and data warehousing and document retrieval system to maintain accurate records and archives.
• Assemble various meeting materials agendas reports and other presentation materials as needed.
• Maintain oversight of and manage confidential information.
• Process invoices expense reports and reimbursements as needed.
• Perform other related duties according to the needs of the College or department as needed.

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:

• Demonstrate a background of working directly with people from diverse racial ethnic geographic and socioeconomic backgrounds using welcoming inclusive and accessible approach.
• Follow directions and work collaboratively with others.
• Receive and respond appropriately to constructive criticism.
• Display a positive attitude sense of warmth and empathy.
• Balance multiple tasks and display the ability to prioritize various tasks/deadlines.
• Ability to exercise independent judgement and problem solve accordingly.

QUALIFICATION STANDARDS & SKILLS:

EDUCATION: Bachelors degree preferred or equivalence in executive-level administrative work experience required.

EXPERIENCE: Minimum of five years experience in executive-level administrative support required. Experience working within higher education preferred.

LICENSES: A valid drivers license or equivalent alternate form of 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.

• Excellent word processing skills with a demonstrated knowledge and familiarity with basic Microsoft Office software (such as Word Excel Outlook). Experience merging Word documents with multiple-field databases is essential.
• Excellent writing grammar and editing skills. Strong verbal and written communication skills with the ability to spell accurately and possess knowledge of business writing procedures.
• Experience with database functions and data warehousing for digital file storage and digital file organization.
• Ability to take ownership of tasks manage time effectively prioritize deadlines anticipate needs and problem solve.
• Ability to work with a high degree of confidentiality and maintain proper discretion.
• Ability to display tact appropriate demeanor professional judgement with various stakeholders and constituencies.
• Ability to perform high level tasks in a fast-paced environment and work collaboratively with a team.
• Knowledgeable in various technology skills and proficient in Microsoft Office (Word Excel PowerPoint Outlook Teams).
• Skilled in remaining calm under pressure with an ability to remain detail oriented.
• Ability to coordinate logistics events and other projects as needed.
• Must demonstrate maturity and poise in responding to faculty staff students and various internal and external constituencies including trustees donors and community members.

OTHER:

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

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

Supervisor No

Mandatory Reporter Yes

Responsible Employee Yes

Campus Security Authority Yes

IPEDS Category Job Code:Office and Administrative Support Occupations (IPEDS Classification-United States of America)

PHYSICAL REQUIREMENTS: Light (up to 20 lbs.)

SUPERVISORY RESPONSIBILITY: None

SALARY RANGE: The anticipated salary range is $77133 - $82000 per year. Salary will be commensurate with qualifications and experience.

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. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned in addition to compliance with the 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 the 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 description 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.