The Administrative Assistant for Student and Academic Affairs works independently and is expected to perform a broad range of highly skilled secretarial, administrative and clerical work for the Division of Student Affairs (DSA) and student services offered through Academic Affairs, which includes supporting the Associate Dean for Academic Affairs and Community Engagement, Office of Health and Wellness. The Administrative Assistant must possess the ability to adapt to the College and learn and apply policies and procedures.
About Harvey Mudd College:
Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering and mathematics. HMC enrolls over 800 students and is a member of The Claremont Colleges, which is comprised of five undergraduate colleges and two graduate institutions. According to students, professors and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature.
SUMMARY OF DUTIES AND RESPONSIBILITIES
Division of Student Affairs (approximately 75%)
Under the general direction of the Executive Assistant to the Vice President for Student Affairs/Dean of Students:
Provide support to the Vice President for Student Affairs/Dean of Students and offices within the Division of Student Affairs, as requested. This includes the offices of Campus Life, Community Engagement, Institutional Diversity, Health and Wellness, and Residential Life.
Within general guidelines and without regular supervision, process a wide variety of documents from semi-furnished source material including computer files. Produce final documents formatted with correct spelling, syllabification, punctuation and grammar. Material may be confidential in nature. Plan, layout and proofread.
Collect, sort, open and distribute office mail; prioritize mail that requires immediate attention.
Answer direct incoming calls and respond to inquiries.
Process invoices and journal vouchers in Workday. Monitor purchase agreements, contracts and other accounting matters using various software.
Reconcile monthly purchase card expense reports including the collection of receipts assist with budget and financial reporting.
Manage the reservations for the DSA van. Make sure all drivers are approved through CUC prior to reserving the van. Keep records of all DSA van maintenance and track the monthly mileage. Collect funds from 5C clubs and process deposits.
Process new Driver application to allow students to be “Mudd van certified.”
Maintain an inventory of all office supplies and purchase through appropriate vendor when needed.
Manage DSA bicycle lock sales by tracking inventory and reordering when needed.
? Assist with events and work with Facilities and Maintenance for room reservations and Dining Services for catering.
Participate in Commencement planning and ordering of materials and supplies and other activities as requested.
Help with logistics for Orientation Adventure trips and New Student Orientation.
Help supervise the LAC student workers and LAC student supervisors. Track their schedules and review/approve student timecards. Work with AD Campus Life to create meaningful weekly meetings with LAC supervisors.
Respond independently to inquiries requiring knowledge of policies and guidelines. Exercise considerable judgment and discretion in scheduling appointments and maintaining calendars.
Submit work orders to appropriate departments for services and repairs.
Process Ad Hoc reimbursements for students: collect receipts, provide forms, apply correct WorkDay worktags.
Supervise student interns in cooperation with Executive Assistant .
Assist with the SHIP (Student Health Insurance Program) waiver and enrollment process. Review “high deductible” exceptions, field and answer student or family phone calls or emails, work collaboratively with health insurance broker.
Support for the Associate Dean of Academic Affairs (ADAA) (approximately 25%)
Maintain the Associate & Assistant Dean’s calendars and schedule meetings.
Greet and assist students, faculty, staff and other visitors who have appointments with the Deans, maintaining some “traffic flow.”
Process and safeguard confidential documents and other materials that may include student information. Organize and maintain files.
Entering student information into Maxient as needed by ADAA.
Process/scan/email/file all LOA letters.
Process overload requests and enter them into CX.
Assist with managing and coordinating communications between DSA, Academic Affairs, and other campus constituents.
Track and manage usage of the Leonard Fund, making sure that all faculty and students are reimbursed in a timely manner.
Maintain Academic Affairs website, through Word Press.
Maintain spreadsheet of Academic Advisories by the direction of the ADAA.
Communicate SSC letters/status to students and the end of each semester, overnight mailing any ITR letters as directed by ADAA.
Assist the Core Curriculum Director as needed and as assigned.
Perform other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
Proficiency with word processing, spreadsheet, and other software (MS Word, Excel, Google suite), and the ability to learn and apply new software.
Excellent oral and written communication skills; ability to write legibly, spell accurately and proofread documents. Knowledge of and ability to apply business and writing procedures.
Sort and file alphabetically and by project or by subject-related headings. Maintain confidential files. Research files and select relevant information from a variety of sources and documents.
Ability to recognize and prioritize opportunities to improve program functions. Requires use of independent judgment.
Ability to compose written correspondence and develop reports, agendas, and conference materials from rough drafts or dictation.
Knowledge of business mathematics and accounting procedures. Technical ability to maintain multiple accounts, monitor purchase agreements, contracts and other accounting matters using various software.
Answer telephone in a business-like manner and respond directly to non-routine questions.
Outstanding interpersonal skills.
Ability to interact well within a diverse community.
Ability to refocus to tasks after interruptions.
REQUIRED QUALIFICATIONS AND EXPERIENCE
Education: Bachelor’s degree; or a combination of education, training and experience that provides the requisite knowledge, skills and abilities of the position.
Experience: Three to four years of increasingly responsible related experience, preferably at an academic institution.
Licenses/Certificates: Valid driver’s license and a driving record acceptable to the College’s automobile insurance carrier.
Hours: Scheduled hours are 40 per week, Monday – Friday, regular office hours are 8:00 a.m. to 5:00 p.m.; hours may vary due to the needs of the College or department.
Classification and Status: This is a full-time, benefits eligible, non-exempt position.
Reporting: This position reports to the Executive Assistant to the Vice President of Student Affairs/Dean of Students.
Employment Category: Regular, full-time
Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information about how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.
Deadline to apply:
Position will remain open until filled.
All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA, must be vaccinated against COVID-19 and provide proof of vaccination, unless an exemption from this policy has been granted as an accommodation or otherwise.
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 of time; 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 Affirmative Action/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.
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.