Executive Assistant to the Vice President 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:

Executive Assistant to the Vice President and Chief Civil Rights Officer

Job Details and Requirement:

BASIC FUNCTION:

The Executive Assistant to the Vice President and Chief Civil Rights Officer provides direct support to the Vice President 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. This position collaborates with various members of the Vice President’s team and all departments campus-wide.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS

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

• Work closely with the Vice President and Chief Civil Rights Officer (VP and CCRO) to communicate both verbal and written priorities, process, procedures, and updates.
• Represent the VP 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 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 and CCRO using various software, graphics, PowerPoint, and Excel pivot tables as needed.
• Prepare, track, and monitor the VP and CCRO’s annual budget, including discretionary funds, p-card reconciliation, and provide regular updates.
• Effectively and accurately manage the VP and CCRO’s schedule, including scheduling meetings, arranging Zoom meetings, coordinating catering, and other logistics as needed.
• Serve as strategic advisor to the VP and CCRO, including providing suggestions and valuable feedback as needed.
• Exercise significant discretion and independent judgement in acting on behalf of the VP 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 in a timely manner.
• Organize special events on behalf of the VP 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 a 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: Bachelor’s degree, equivalence in executive-level administrative work experience, or any combination of education and experience that provides the required knowledge, skills, and abilities is required.

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

LICENSES: A valid driver’s 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 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, and professional judgement with various stakeholders and constituencies.
• Ability to perform high level tasks in a fast-paced environment and work collaboratively with a team.
• Proficiency in Microsoft Office software (such as Word, Excel, PowerPoint, Outlook, Teams). Experience merging Word documents with multiple-field databases is essential.
• 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 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. Holiday, weekend, and evening work hours may be required. Regular hours may vary due to needs of the College.

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

Supervisor – AB1825: No

Mandatory Reporter – CA Penal Code: Yes

Responsible Employee – Title IX: Yes

Campus Security Authority – The Clery Act: Yes

IPEDS Category Job Code: 43-0000 - Office and Administrative Support Occupations (IPEDS Classification-United States of America)

PHYSICAL REQUIREMENTS: Light (up to 20 lbs.)

           

APPROXIMATE SALARY RANGE: The anticipated salary range is $77,133 - $82,000 per year. Salary will be commensurate with qualifications and experience.

Claremont McKenna College offers employee benefits that include health, dental, and vision plans; flexible spending accounts; health savings accounts; paid vacation, sick, and holiday time; retirement benefits; basic and voluntary life insurance; dependent tuition remission; ride-share incentives; and more.

SUPERVISORY RESPONSIBILITY: None

REPORTS TO: Vice President and Chief Civil Rights Officer

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 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 expressed 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, (909) 621-8490.  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, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's 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 individual’s 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 CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or [email protected] for assistance.