"Student Affairs Administrator/Special Projects Lead"

Job Posting Title:

Student Affairs Administrator/Special Projects Lead

POSITION SUMMARY:

Working independently under the general direction of the Vice President for Student Affairs (VPSA) and Dean of Students (DOS), plan, organize, coordinate, implement, evaluate, and supervise advanced administrative activities, special projects, and operations for the Division of Student Affairs (DSA).

DUTIES AND RESPONSIBILITIES:

• Oversee the daily operations of the divisional office suite including the supervision of student interns, coordinating coverage issues, compliance with policies and procedures, office equipment maintenance, and creating a welcoming office environment presence where the dignity of all students, staff, faculty at HMC are embraced.
• Serve as the initial point-of-contact and liaison for the VPSA/ DOS, providing high-level screening, referral, and problem resolution in response to inquiries to the Division of Student Affairs. Anticipate support needed for the Vice President for Student Affairs and Division of Student Affairs Office by staying current on office projects, daily events and activities, and the Vice President's calendar and engagement schedule. Determine the priorities and constituent issues and needs, make independent decisions using sound judgement, and plan daily activities. Independently respond to inquiries using knowledge about department policies, procedures, and guidelines while demonstrating strong emotional intelligence, empathy and compassion, political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the College. Ensure open communication with various offices, faculty, staff, students and others as needed to collaboratively find innovative solutions, de-escalate concerns, engage conflict resolution strategies, and help to avoid escalation whenever possible.
• Provide a variety of advanced, complex, sensitive and confidential administrative support to the VPSA/DOS, including scheduling of internal and external meetings, management of complex executive's calendar, managing travel arrangements, document and file management, editing and reviewing of confidential communications and correspondence. Organizes daily briefings, researches, compiles and summarizes issues, policies and topics and background information, presentation slides, talking points, and briefing materials as necessary for the VPSA/DOS on emerging trends and issues.
• Review, edit, and proofread correspondence prepared in other campus offices for VPSA/DOS signature and approval. Draft correspondence on behalf of the VPSA/DOS. Prepare materials and logistics for workshops, presentations, conferences and committee meetings. Design and produce electronic presentations, print materials, and informational handbooks.
• Prepares Board of Trustee Student Affairs Committee reports, agendas, takes meeting minutes as secretary to the committee, supports presentation development, meeting logistics and coordination, and posts all relevant information and committee agenda materials for the Board of Trustees Student Affairs Committee to the trustee portal.
• Develop, implement, oversee coordination, monitor, and participate in special projects, assignments, special events, and activities as assigned.
• Provide coordinated support to the VPSA/DOS, including The Claremont Colleges, College committees and task forces, Division of Student Affairs committee support, and student affairs related professional association activities and other responsibilities. Manage coordination of Division of Student Affairs and leadership team retreats, ongoing professional development curriculum events/programs, trainings schedule, meetings, programs, logistics, catering, CIS needs, guest speaker arrangements, new staff onboarding and orientation, and end-of-semester divisional celebrations. Manages Divisional staff meetings and provide support to standing Divisional committees as needed.
• Responds to, researches, and collaborates with offices to find solutions to a wide variety of questions/issues related to students, the Division of Student Affairs, and Harvey Mudd College. Monitors and follows upon issues until resolved.
• Serves as an information source for students, parents, staff, faculty, and the general public.
• Responsible for evaluating and continually improving business processes within the purview of this position. This includes proactively seeking out best practices and new technology tools to use in process improvement and streamlining.
• Develop and implement efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses, and meeting deadlines.
• Serve as the point of contact for the organization of the grievance and/or appeal process, triaging and preparing responses to submitted appeals and grievances in accordance with student conduct policy as directed by the VPSA/DOS or designee.
• Provide advanced operational support to the VPSA/DOS and student affairs leadership team related to planning development, implementation support, and progress tracking related to divisional contributions to College strategic planning, WASC reaccreditation, and Division of Student Affairs strategic planning process, divisional goals, assessment efforts, and priorities.
• Co-lead the development of a divisional systems operations continuity plan. This includes, but is not limited to, annual divisional cross-training for continued operations to provide high quality timely student success support, removal of systemic barriers to student success, and ensure divisional preparedness in the event of any unforeseen crisis and internal staffing back-up support as necessary, and divisional collaborative social media account and website content updates on services and resources.
• Assists with the coordination of vacant position searches led by VPSA/DOS as needed, including arranging search committee meetings, coordinating information distribution, contacting candidates, travel and meal accommodations, campus meetings, and notifications.
• Serve as an active member of appointed College, The Claremont Colleges, and/or Divisional committees.
• Lead the College's Commencement Committee and drive comprehensive institution-wide commencement planning and execution-overseeing all logistics, coordination, and implementation efforts-while also providing support as needed on behalf of the VPSA/DOS.
• Manage and track the Division of Student Affairs expenses and budget, ensuring that decisions made are fiscally sound and in line with financial targets and goals.
• Serve as Division of Student Affairs Lead Budget Facilitator and lead coordinator of Divisional Leads in partnership with the Office of Financial Affairs for annual budget planning and submission process.
• Monitor the account budget, journal entries, process payments, transfers, prepares requisitions, and other financial documents/reports monthly.
• Prepare reimbursement requests, credit card and account reconciliation, requests for payment for invoices, and submit work orders for the VPSA/DOS, as needed.
• Prepare requests for payment of department invoices through the Workday system.
• Serve as liaison to the Student Health Insurance Program (SHIP).
• Lead and coordinate the weekly Division of Student Affairs (DSA) Digest, including organizing submissions, editing and curating content, and distributing the final communication to the campus community.
• Process new driver application to allow students to be 'Mudd van certified.' Make sure all drivers are approved through TCC prior to reserving the van. Keep records of all DSA van maintenance and track the monthly mileage.
• Maintain Student Affairs website.
• Track and manage usage of donor funds, including but limited to, the Leonard Fund and Student Opportunity Fund, making sure that all faculty and students are reimbursed in a timely manner.
• Perform other essential duties as needed to support Division of Student Affairs or College needs.

REQUIRED QUALIFICATIONS

Education and Experience:

Education/ Experience: Bachelor's degree required and a minimum of five years of related experience in an office setting. Demonstrated ability to create and foster welcoming environments and proven collaborative thought partner, and team player.

Knowledge, Skills, and Abilities:

The 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 skills and abilities.

• High-level organizational skills in managing multiple tasks and priorities with an attention to detail, and ability to prioritize and follow through on assignments in a timely, proactive, and responsive manner
• Proven superior communication skills in English, both oral and written to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents, both verbally and in writing.
• Strong arithmetic skills and an ability to work with and manage budgets.
• Excellent computer skills, including proficiency with the latest versions of Microsoft Office suite.
• Strong ability to maintain discretion and absolute confidentiality in handling materials containing sensitive information.
• Must possess a strong commitment to HMC Core Values, inclusive excellence and ability to work well with diverse populations.
• Demonstrate a high level of professionalism, good judgment, political acumen, tact, maturity, and emotional intelligence.
• Advanced service orientation and demonstrated ability to exude empathy, care and compassion to students in distress.
• Ability to interact effectively, productively and cordially in a culturally diverse work environment.

Preferred Qualifications:

• Preference for experience supporting senior-level management, at least three years of supervisory experience and experience at an institution in higher education engaging with students, staff, faculty and board members.

Remote Work Eligibility:

Category A:

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 A as defined in the College's Remote Work Policy, with occasional ad-hoc remote work flexibility. Your position is essential to on-campus operations and requires you to work exclusively on campus

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:

Regular office hours are 8:00 a.m. to 5:00 p.m. However, days and hours may vary due to the needs of the department or the College.

Classification:

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

Salary:

$70,304-$75,000 annually.

Reports To:

This position reports to the Vice President for Student Affairs/Dean of Students.

Additional Information:

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the 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 I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and 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.

Harvey Mudd College is an Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran's status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.

To apply, visit https://theclaremontcolleges.wd1.myworkdayjobs.com/en-US/HMC_Careers/job/Platt-Campus-Center/Student-Affairs-Administrator-Special-Projects-Lead_REQ-7993