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Administrative Assistant, Academic Affairs/Dean of the College in USA – Visa Sponsorship Available

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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.
New employees are required to show proof of full vaccination against COVID-19 or request a Pomona College-approved medical or religious exemption on or before their first day of employment. If you are unable to do so, at the College’s sole discretion, it will work with you to reasonably adjust your start date. Please let your Human Resources know if you are unable to provide proof of vaccination or want to request a religious or medical exemption before or on your first day of employment. Note that if you request a religious or medical exemption, it may delay your start date so that we can review and discuss your request.
Job Title: Administrative Assistant, Academic Affairs/Dean of the College
Location: 550 N College Ave, Claremont, CA 91711
Pay: $22.85 – $25.26 an hour
Job Type: Full-time
JOB PURPOSE: The Administrative Assistant advances the College’s mission by providing administrative and clerical support for programming directed by academic associate deans; administrative and clerical support in the Dean of the College office; and administrative and clerical support for the advising program.
ESSENTIAL FUNCTIONS: Reporting to the Chief of Staff and Associate Dean for Academic Affairs, the Administrative Assistant performs the following essential duties and responsibilities:
  • Provide support for programming directed by Associate Dean for Diversity, Equity, and Inclusion and Associate Dean for Curriculum and International Initiatives
    • Coordinate schedules for group meetings and events.
    • Prepare and distribute invitations and announcements and manage responses.
    • Prepare and distribute meeting and event materials.
    • Place orders for catering, facilities setups, ITS/AV, and related accommodations.
    • Make room reservations.
    • Post content updates to program webpages managed by academic associate deans.
    • Process invoices and purchase orders.
  • Provide general administrative and clerical support:
    • Reconcile purchasing-card (P-card) accounts and reimbursements for faculty associate deans (DEI and Curriculum/International Initiatives) and directors.
    • Provide primary back-up reception and phone coverage for the DOC office.
    • Assist with office-sponsored meetings and events.
    • Place phone orders and facilities requests and coordinate network account access as assigned.
  • Provide administrative and clerical support for the advising program.
  • Coordinate and assist with special projects/tasks/duties and provide other assistance as assigned.
QUALIFICATIONS:
  • Education: High School Diploma or GED is required, or an equivalent combination of education and experience. Two or more years of college is preferred.
  • Experience: A minimum of 3 years of general office experience with increasing responsibility in coordinating and performing administrative processes is required. Experience working independently and taking initiative to identify, troubleshoot, and solve complex administrative problems and processes is required.
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 – Friday, except during the designated summer period when office hours end at 4:30 p.m. Overtime, holiday, weekend, and evening work hours may be required. Regular hours may vary due to needs of the College or division.
ADDITIONAL POSITION DETAILS: Regular, full-time, non-exempt position. The hourly rate for this role is between $22.85-$25.26, with a competitive benefits package. The specific factors that the organization will consider when offering a salary to an individual will include education, training, prior experience, and performance in prior role. All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer, Pomona College requires all employees to be residents of California.
ADA/OSHA: This job description defines the essential job duties of this position. The College expects 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 I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).
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. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.
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