"Administrative and Events Coordinator"

Administrative and Events Coordinator

The Claremont Colleges Services (TCCS) is the central coordinating and support organization for a highly regarded cluster of seven independent colleges known as The Claremont Colleges. TCCS, with about 300 staff members, provides exceptional shared services to 9,000 students, and almost 3,600 faculty and staff. TCCS staff work in both student-facing services as well as administrative and operational services. Our numerous departments are located throughout The Claremont Colleges campus in the beautiful city of Claremont, California.

ABOUT THE POSITION:

The Administrative and Events Coordinator at the Claremont Colleges Services (TCCS) performs a broad range of secretarial, administrative, and technical assistance functions for an administrator; required to control the release of sensitive information and to exercise frequent independent judgment within the assigned areas of responsibility, with the latitude for initiating action on behalf of the supervisor under the general supervision of the Office of Black Student Affairs (OBSA) Dean and Associate Dean. Oversee general operations of the office including bill paying, ordering and maintaining supplies and inventories. Assist in development and implementation of office procedures. Monitor office/building maintenance to ensure repairs re reported to proper offices and completed in a timely manner. Maintain office electronic files, databases, and listservs. Publicize office events and activities, creating notices to be distributed throughout The Claremont Colleges(TCC).

ESSENTIAL FUNCTIONS

The following are the fundamental duties and responsibilities of this position which the incumbent must be able to perform to fulfill the purpose and requirements of this position.

OBSA Administration and Programming Support

• Assist in the development and preparation of reports, budgets, and assist in the monitoring of budget expenditures, research variances and discrepancies, and recommend changes to budget accounts; prepare and process purchase orders and requisitions.
• Assist in maintaining Work Study documents and processes.
• Work closely with the OBSA team on tasks/projects required to main efficient functioning of the Office, including timely follow-up with other assignments or information requested
• Serve as an OBSA representative on TCC committees as assigned Assist with special projects and carry out other duties as assigned
• Under the general guidance of the Dean and Associate Dean, the AEC will plan and coordinate all arrangements and logistics for activities, programs, and large-scale events sponsored by the Office, such as the monthly social lunches, the annual Martin Luther King, Jr. commemoration, and the annual Black Graduation Celebration.
• Assist with coordinating training to student staff.
• Provides general support to TCCS contacts and TCC community.
• Coordinate technical assistance to other staff in areas such as budget preparation, recordkeeping, editing, computer, and software usages.
• Coordinate activities and events for OBSA and arrange for ancillary services.
• Maintain updated knowledge and records of regulations and requirements applicable to assigned office; monitors transactions, programs, and services to ensure compliance.

General Office Support

• Monitor office/ building maintenance to ensure that repairs to interior and exterior areas are reported to the proper offices and completed in a timely manner.
• Organize office systems; recommend policies, procedures, and program activities.
• Maintain calendars, schedule appointments, arrange committee meetings.
• Participate in office goal setting and committees as assigned
• Maintain office records and data, type, edit, and format a variety of administrative materials; compose correspondence from general instructions; may take and transcribe dictation and prepare meeting minutes.
• Assist with the general operations of the OBSA office including, sort and distribute mail; answer phones; screen and route calls and visitors; provide information to staff, students, and the public regarding OBSA programs and functions.
• Performs other related duties as assigned.

QUALIFICATIONS

Education/Training:

• A high school diploma or the equivalent.

Experience:

• Two to four years experience in a role with similar administrative and/or event coordinating responsibilities.

Competencies:

• Strong written and verbal communication skills in English, including the ability to write with proper grammar, spelling, and business etiquette.
• Manage multiple priorities and deadlines effectively and with attention to detail.
• Interpersonal and customer-service skills
• Ability to work with diverse student, staff, and faculty populations
• Ability to work accurately and maintain productivity in a fast-paced work environment
• Good organizational, time management and problem-solving skills
• Ability to work well independently as well as part of a team
• High degree of discretion, judgment, tact and poise
• Dependability, strong work ethic, and a positive attitude.

Preferred Qualifications:

• Experience in event coordinating at an institution of higher education.
• Bachelor's degree from an accredited institution.

Work Schedule:

The regular hours for this temporary, full-time position are 40 hours scheduled from 8:00 a.m. to 5:00 p.m., Monday through Friday. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to the needs of the organization or business unit.

COMPENSATION

Pay:

The hourly rate for this position is commensurate with the duties, responsibilities, and qualifications required for the position. The pay for this position is $29 per hour.

Benefits:

Due to the temporary nature of this position it is only eligible for the following benefits: California Sick Leave, workers' compensation, disability, Medicare, and social security, subject to the terms and conditions in the plan documents/policies.

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. When duties and responsibilities change and develop, The Claremont Colleges Services will review this job description and make changes of business necessity.