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Administrative Assistant, Academic Affairs
4 months ago
Job Posting Location:
Claremont, CA
Job Posting Title:
Administrative Assistant, Academic Affairs
**Job Description**:
- Administrative Assistant, Academic Affairs/Dean of the College
ABOUT POMONA COLLEGE: Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.
JOB PURPOSE: The Administrative Assistant to the Associate Dean for Academic Affairs supports the College’s mission by collaborating closely with the Chief of Staff and Associate Dean for Academic Affairs on confidential faculty personnel matters, faculty engagement, grant management, and budget oversight. This role is responsible for heavy scheduling, coordination of two faculty committees, and handling highly confidential documents.
Reporting directly to the Chief of Staff and Associate Dean for Academic Affairs, the Administrative Assistant performs the following essential duties and responsibilities:
- Manage and monitor endowed fund payouts, including responsibility for grants administration- Oversee faculty data management; collaborate with others on data production and accurate reporting- Administer dean’s office general operating budget for college-wide academic support- Coordinate faculty committee work for confidential faculty personnel processes, including meeting logistics and ensuring policy adherence- Heavy scheduling for meetings that include 4 - 20 invitees- Reporting for Board of Trustees committee, including budgetary and program outcomes-
- Writing confidential, highly specific memos- Scheduling events and assisting with programming for faculty professional development- Provide administrative support for the Chief of Staff and Associate Dean for Academic Affairs- Assist with special projects as assigned.
QUALIFICATIONS: High school diploma or GED required. Bachelor’s degree preferred. Word processing and spreadsheet maintenance experience is required. Document management and record keeping experience is required. Experience working independently and taking initiative is required. Experience maintaining webpages is required. Experience developing and maintaining effective professional working relationships is required. Curiosity and interest in professional development, growth, and learning new skills is required. Experience managing office functions in an academic institution is preferred.
REQUIRED KNOWLEDGE AND CRITICAL SKILLS: This position must possess the knowledge, skills, and abilities to be able to successfully perform the essential functions of the job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge, skills and abilities not listed below.- Interest in and commitment to being a collegial and supportive member of a collaborative office that values care, connectedness, shared purpose, honesty, and wellbeing of all members of the group.- Deploy professional skills in Academic Affairs, in collaboration with colleagues, to best promote the College’s strategic interests.- Highly developed problem solving and troubleshooting skills.-
- Ability to work as a collaborative team member.-
- Ability to make independent decisions and take initiative.-
- Knowledge and understanding of academic organizations, policies, and procedures.-
- Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, and customer service skills Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.- Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software (such as CX CARS, Workday, Internet research, menu-driven databases). Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality.- Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy, and tact while working with people from a wide variety of backgrounds.- Prioritize and perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s annual goals.- Use exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.- Operate the College’s vehicles safely for campus-related work and meet all insurance-related requirements.
REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday - Frida
