This announcement is posted as available position openings occur. New positions will be held open for a minimum of five days from the date of posting. Repeat postings may be closed at any time. Employment is contingent upon new employee providing documents verifying United States citizenship, or for aliens, documents verifying legal permission to work in the United States. According to position requirements, passing a background check and/or a functional capacity test may also be required. For further information, please call 909-607-7816, view our Web page at www.cgu.edu or inquire in person at the Human Resources Department, 150 East Tenth Street, Harper 118, Claremont, CA 91711.
To provide support to the Board of Trustees, the Executive Committee, the Committee on Trusteeship, and other committees as assigned, and the Executive Assistant to the President.
The regular hours for this position are 8:30 a.m. to 5 p.m. Monday through Friday. Requires occasional evening and weekend work.
Exercises judgment, tact, and discretion in the performance of a broad range of tasks. Confidentiality is a critical aspect of this position.
Keeps a true and full record of all meetings of the Board of Trustees, the Executive Committee, and the Committee on Trusteeship gives due and proper notice of all regular and special meetings, and performs such other duties as the board may direct.
In conjunction with the executive assistant to the president, assists the president and chair of the board in their decision-making roles by maintaining a strategic perspective in anticipating important issues, providing pertinent information and commentary, presenting options, and recommending courses of action.
In conjunction with the executive assistant to the president, keeps the president and board members informed of key issues of import to the university by collecting, analyzing, and summarizing information, while remaining accessible to answer questions and requests.
Oversees the planning and coordination of activities of the full board, the Executive Committee, and the Committee on Trusteeship. Such duties include:
Making arrangements for board meetings, such as hotel assignments, committee meeting line-up, room assignments, room reservations, transportation, and hotel contracts.
Composing materials for board and committee meetings, such as meeting notices, agendas, agenda books, and minutes.
Composing annotated meeting agendas for Board chair, and chairs of the Executive Committee and Trusteeship Committee, and suggesting remarks for same chairs for their committee report at the board meeting.
Coordinating with MarCom generation of memorial resolutions and resolutions of appreciation.
Making name tags, tent cards, name plates, and seating assignments for board meeting and dinners.
Coordinating arrangements with catering for committee and board meetings four times per year.
Coordinating with facilities parking reservations, signage, classroom arrangements, rentals.
Updating and maintaining information packet for president’s contacts and board prospects.
Organizing and distributing regalia to trustees to wear at graduation.
Oversees maintenance and archival of full records of the proceedings of the Board of Trustees, the Executive Committee, and the Trusteeship Committee
As Lead System Administrator of the Director’s Desk confidential trustee website, maintains up-to- date user list, responds to trustee questions about the site, posts all materials for Board, Executive and Trusteeship Committees’ agendas on the site, and other meetings as requested. Ensures documents located in the Trustee Orientation Materials and Corporate Documents folders are current. Provides website training for users and assistants who post materials.
Schedules and leads Assistant Task Force meetings. Ensures that processes for standing committee support, scheduling of meetings, and format for meeting minutes are consistent.
Oversees maintenance and archival of full records of the Bylaws, noting proper notification procedures of changes, and maintaining updated Bylaws for Board.
Develops and maintains an on-going orientation program for new board members, working closely with the officers of the board and appropriate senior administrative staff.
Develops and maintains processes for Trusteeship Committee and annual calendar of committee tasks, working closely with Trusteeship Committee Chair.
In collaboration with members of senior administrative staff, Trusteeship Committee Chair, and Board Chair, develops and maintains standing committee charters.
Maintains and updates board directories, committee assignments, and numerous board lists.
Researches and prepares reports and documents of a confidential nature, maintains and updates board statistics and contact information.
Develops and monitors the budget and expenditures related to the board’s activities. Prepares CSIs, spend authorizations, requisitions, and expense reports for both the President’s Office and the Board of Trustees’ Office.
Maintains close communication and liaison with board members, outside agencies, and other individuals as needed. Responds independently to inquiries requiring knowledge of policies, procedures, and guidelines.
Promotes cooperative and supportive relations among trustees, visitors, university officers, faculty, students, and staff.
On occasion, and under direction of the executive assistant to the president, assists with event preparations on campus and at the president’s residence, such as preparing guest lists, preparing or ordering and addressing invitations, tracking responses, contacting the caterer, preparing logistics, selecting menus keeping in mind dietary requests, ordering rentals, and keeping the president’s spouse informed by providing an event briefing. Additional duties may include making name tags, making transportation and hotel arrangements, preparing an event program, making seating assignments, and purchasing gifts for guests.
Edits printed material for accuracy, quality control and updating.
Maintains up-to-date Board of Trustees’ Office Procedures Notebook.
Reacts to emergencies and problems with promptness, good judgment, and in the best interest of the institution.
Orders office supplies.
Assists with mailroom deliveries and pick-up, answers office phones.
Performs other essential duties and tasks specific to the position.
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 skills and abilities.
Position requires outstanding interpersonal and communications skills to interact with various constituencies at different organizational levels, including trustees, executive staff, faculty, alumni, students, and the general public.
Must possess excellent written and verbal communications skills.
Must have the ability to work in and maintain an extremely confidential environment. Must be comfortable dealing with confidential information.
Must be extremely organized, have the ability to handle multiple tasks simultaneously, and work independently with little or no supervision.
Must be an analytical thinker and a proactive problem solver. Individual will be expected to take initiative in proposing and creating ways to make existing processes and procedures more effective.
Must have a high level of energy, dedication, and be available to work occasional evenings and weekends.
Bachelor’s degree preferred, or any combination of education and experience that provides the required knowledge, skills and abilities. Minimum of Three years’ experience required. Must possess a valid California driver’s license and meet CGU’s authorized driver’s requirements.
APPLICANTS 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 GRADUATE UNIVERSITY ARE AVAILABLE. INTERESTED EMPLOYEES ARE URGED TO CONTACT THE DIRECTOR OF HUMAN RESOURCES IF QUALIFIED FOR ANY OF THE ABOVE OPENINGS. PLEASE DO NOT CONTACT DEPARTMENTS DIRECTLY.
Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, place of national origin, sex, age, sexual orientation, or physical handicap in its employment practice and in admission of students to educational programs and activities in accordance with the requirements of Title IX of the Education Amendments of 1972 and other applicable laws. Claremont Graduate University is committed to affirmative action in employment practices regarding ethnic minorities, the physically handicapped, Vietnam-era veterans and women.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.