Administrative & Operations Assistant

POSITION SUMMARY:

The Harvey Mudd Makerspace is seeking a part-time staff member to serve as an Administrative & Operations Assistant. This assistant would handle financial processing, student payroll, and logistics related to events and internal programs. We are seeking a collaborative professional who can provide operational support to foster community and fulfill HMC's commitment to STEM for a Better World.

The Makerspace is an 8,000 sq. ft., student-run facility that provides access to tools, resources, space, and storage to work on personal and academic projects for 7C students, faculty and staff. Serving over 1,200 community members annually, the space is dedicated to creating a space where everyone feels comfortable working on a variety of projects, from electronics to sewing or artistic endeavors. The Makerspace helps Harvey Mudd further its work toward fostering inclusive excellence on campus while also creating new educational and community engagement opportunities for the students and faculty of all 7Cs.

DUTIES AND RESPONSIBILITIES:

Administrative Support

• Independently perform routine and non-routine administrative duties and responsibilities to support the HMC Makerspace.
• Hire student employees and approve timesheets for Makerspace Student Workers. This work will be completed with the support of HMC HR Payroll Specialist and using the HMC Human Resources Information System, Workday.
• Provide student employee onboarding support and training as needed.
• Coordinate purchasing logistics and expense reimbursements for internal programs, notably including Student Project Grants & Shanahan Student-Directed Projects.
• Request building access and interior swipe access for Makerspace constituents in collaboration with HMC Facilities and Maintenance.
• Assist with managing email inquiries directed to the Makerspace.
• Oversee the rotation and organization of the snack inventory.
• Provide support to student workers and student leadership.
• Purchase supplies and equipment for the Makerspace as requested.
• And other duties as assigned.

Event Support

• Co-Lead Makerspace event planning, overseeing initial intake and conducting stakeholder briefings to align technical needs with Makerspace resources.
• Collaborate with HMC Dining Services and Facilities & Maintenance to oversee logistical arrangements for Makerspace events, including catering menus and departmental billing.
• Provide meeting coordination including planning, scheduling, and room reservations using the HMC event management system.
• Assist with purchasing materials for events and outreach.
• Manage catering for all internal workshops and team-building events.
• Assist with Makerspace Event Request Form oversight and direct logistical planning meetings with event constituents.
• Serve as an authorized driver, safely operating HMC vehicles for off-campus errands, program-related travel, and summer off-site visits.
• Calendar management and support.

Financial Support

• Use HMC Workday Financials software for the following purposes:
  • Process expense reports including reimbursements and purchase card reconciliations.
  • Create supplier requests and supplier invoices for accounts payable. Process cash sales for accounts receivable.
  • Create and reconcile purchase orders.
  • Create journal entries. Assist with budget tracking and reporting.
  • Assist with maintaining a database of operating, and non-operating discretionary account numbers and work tags.
  • Manage petty cash processes as needed.
• Performs other duties as assigned.

REQUIRED QUALIFICATIONS

Education and Experience:

• Required Education: A high school diploma is required, along with relevant education, training and/or experience that demonstrates the necessary knowledge, skills, and abilities for the role.
• Required Experience: A minimum of three years of progressively responsible office and administrative experience is required.
• Required Licenses/Certificates: Valid driver's license with a driving record acceptable to the College's automobile insurance carrier.

Knowledge, Skills, and Abilities:

• Administrative and Financial Skills: Strong organizational abilities for handling administrative tasks. Proficient with office software and systems for financial transactions, expense reporting, and budgeting.
• Communication and Customer Service: Excellent verbal and written communication skills to clearly convey information, provide feedback, and interact professionally with colleagues, students, and vendors. Strong interpersonal skills for effective and courteous support.
• Attention to Detail: High accuracy in managing sensitive information and financial transactions. Meticulous in tracking and organizing administrative tasks.
• Confidentiality: Dedicated to handling confidential information with discretion and maintaining privacy according to company policies.
• Adaptability: Flexible in managing changes in priorities, handling unexpected situations, and working additional hours as needed. Open to feedback and adapting to evolving workplace needs.
• Technical Proficiency: Proficient with Microsoft and Google applications for document preparation, data management, and communication.
• Superior Organizational Skills: Effective in organizing and prioritizing work to meet deadlines and manage multiple tasks in a dynamic environment.
• Professionalism: Projects a polished and professional image, demonstrating a positive attitude, strong work ethic, and a 'can do' attitude.
• Event Flexibility: Willing to work evenings and weekends as needed for events and special projects.
• Institutional Knowledge: Keeps up-to-date with College policies and procedures.
• Teamwork and Independence: Capable of working both collaboratively in a team and independently with minimal supervision.

Preferred Qualifications:

• Knowledge of Workday Financials, Canva, and Kuali Build is preferred.
• Bachelors Degree

Remote Work Eligibility:

Category B:
All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. Based on an evaluation by the supervisor and area Vice President, this position is classified as Category B as defined in the College's Remote Work Policy, with occasional ad-hoc remote work flexibility (as needed). Your approved remote work arrangements under Category B allow for 0 remote work days per week during the academic year and up to 2 remote work days during the non-academic year. Please note these days may vary depending on departmental and College needs.

Your standard working hours will generally be from 8:00 a.m. to 5:00 p.m., Monday through Friday, though these hours may vary depending on departmental and College needs. All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member, and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position.

Physical Requirements:

While performing the duties of this job, the staff member is regularly required to sit; stand, use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hours:

This is a half-time position (20 hours per week). Regular hours will be established by the Makers Space Manager. Days and hours may vary due to the needs of the department or the College.

Classification:

This is an non-exempt, part-time, regular, benefits eligible position.

Salary:

$24-$27 an hour

Reports To:

This position reports to the Makerspace Manager.