Assistant to the Vice President

Claremont, CA

Job Posting Title:

Job Description:

PRIMARY PURPOSE/GENERAL DESCRIPTION:

Reporting to the Vice President for Student Affairs and Dean of Students (VPSA/DoS), the Assistant to the Vice President provides confidential administrative support to the VPSA/DoS and the Student Affairs division. This position requires exceptional attention to detail, multitasking abilities, and the capability to organize meetings, conferences, and special events within timeframes while managing high-level budgets and other duties.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position.The list of essential functions below does not identify all duties performed by any single incumbent in this position.Perform other duties as assigned.

• Provide a broad range of administrative support to the VPSA/DoS.
• Manage an active calendar of appointments, activities and events; exercise sound judgment to prioritize meetings on VPSA/DOS's calendar.
• Write proposals, reports, meeting minutes, correspondence and other documents for the VPSA/DoS's signature.
• Partner with Business Affairs to develop reports to track monthly budgetary trends for the VPSA/DoS office and the Student Affairs division; advise VPSA/DoS on current account balances and ways to economize; control expenditures within established budget guidelines for the office.
• Identify, prepare and track VPSA/DoS invoices, reimbursements, travel expenditures, and expense reports.
• Organize meetings, conferences and make travel arrangements as needed.
• Serve as a liaison with appropriate administrators and committee chairs while VPSA/DoS serves on various internal and external committees.
• Draft VPSA/DoS's individual communications to various stakeholders, as assigned; assist the VPSA/DoS in the timely management of all communication, both written and via telephone or e-mail; as well as VPSA/DoS's written submissions for newsletters, interview requests, etc.
• Coordinate and oversee the student health insurance enrollment process and compliance on behalf of Student Affairs, including coordination with the insurance brokers, IT, Student Accounts, and Financial Aid; handles queries from parents, students, and other administrators.
• Support VPSA/DoS as chair or the primary staff of committees.
• Supervises Office Coordinator and student employees.
• Coordinate the VPSA/DoS and Dean of Students Office administrative workflow.
• Research and prepare reports and documents involving confidential and/or technical information.
• Investigate and recommend the feasibility of new programs and/or procedures making recommendations as required.
• Serve as the office liaison for new technology projects on behalf of the VPSA/DoS. Assist with Student Affairs websites as needed.
• Prepare, assemble, and distribute materials to members of the Student Affairs Leadership Team, Scripps Senior Staff, and other committees.
• Answer telephones calls, respond to inquiries, and/or route callers to the appropriate staff member.
• Coordinate special projects/tasks and provide assistance as assigned; collect and analyze data for certain projects and surveys.
• Assist in the coordination of conferences hosted by VPSA/DoS and/or the Division of Student Affairs.
• Proofread letters, proposals, and reports from other offices that are prepared for the VPSA/DoS's review and signature, and edit as appropriate.
• Coordinate VPSA/DoS social communications with staff (i.e. thank you cards, birthday cards, etc.).
• Schedule and oversee all catering events at the VPSA/DoS's house and Division All-Staff meetings; responsible for menus and coordinating room set up with facilities and catering staff; monitor repair and equipment supplies related to events at VPSA/DoS's house
• Assist in additional compliance tracking for students (i.e., flu shot, student handbook agreement, etc.)
• Active support for the College's Principles of Community and Principles of Diversity in the performance of job duties.
• Perform other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:

Individuals must possess knowledge, skills and abilities 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.

• Must have exceptional organizational, time management, and analytical skills to complete work with accuracy and attention to detail.
• Demonstrate a high degree of professionalism, absolute confidentiality, initiative and independence in supporting the VPSA/DoS and DoS office operations on a wide variety of complex issues, including deploying professional skills such as clerical and administrative management with knowledge of accounting and budgetary procedures.
• Demonstrate effective and clear verbal and written communication, with excellent interpersonal skills and phone etiquette.
• Must handle all activities and highly confidential information with patience, discretion, tact, and a keen eye for detail while working with people from a wide variety of backgrounds.
• Demonstrate a high level of proficiency in operating computers with basic Microsoft Office software (such as Word, Excel, Outlook, Access, and PowerPoint), associated professional and budget software (such as Workday, SIS systems, Maxient, Internet research, menu-driven databases, queries, and report generation).
• Demonstrate understanding of the use of technology to achieve annual goals and maintain confidentiality.
• Able to handle multiple tasks, meet deadlines, and work both independently and as a collaborative member of the College in support of the Division's strategic vision with a high standard of integrity and ethics.
• Must understand and communicate the mission and history of the College's liberal arts environment, including the importance of diversity and inclusive excellence.

QUALIFICATION STANDARDS:

EDUCATION & EXPERIENCE:

Bachelor's degree in a relevant field or any combination of education, training or experience that provides the required knowledge, skills and ability to perform the job.

At least 4 years of administrative support experience is preferred. Proficiency with productivity and connectivity tools/technology (i.e., Outlook, Zoom, Box, etc.).

Clerical/administrative experience in a college or university setting, event planning and/or project management, as well as prior experience reporting to executive and administrative levels, is preferred.

LICENSES / CERTIFICATES:

None.

OTHER:

HOURS & CLASSIFICATION AND STATUS:

This is a regular status, full-time, benefits-eligible, non-exempt position.

The regular hours for this position are Monday-Friday 8:00 am-5:00 pm.

Regular hours may vary due to the needs of the Vice President for Student Affairs and Dean of Students, the College or department, including evening and weekend work as required.

Hourly rate range: $25.00-$28.00. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.

SUPERVISORY RESPONSIBILITY:

Supervises Office Coordinator and student employees.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level in the work environment is quiet to moderate.

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.

Sitting in a normal seated position for extended periods of time.Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction.Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.Communication skills using the spoken word. Ability to see within normal parameters.Ability to hear within normal parameters.Ability to bend and stoop, for example, to file.Ability to move about.Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.

At-Will Employment

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.Scripps College is an At-Will employer.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.