Posting Number: H0267 Posting Date: May 17, 2013 Closing Date: Until Filled.
What to include with your application: In addition to an HMC application that is available at www.hmc.edu/employment, please submit a resume and a cover letter describing your qualifications and interest in this position and the contact information for three professional references.
Information about the position: Salary is dependent upon qualifications. This is a full-time, 12-month, benefits-eligible position reporting to the Vice President for Administration and Finance/Treasurer. Regular hours are 9:00 a.m. to 6:00 p.m. with a one-hour meal period. Hours may vary due to the needs of the College or department.
What the successful candidate will do: The Administrative Coordinator performs a broad range of highly skilled secretarial and administrative work that varies in complexity. Responsibilities include managing and coordinating the drafting and finalization of documents and written communications on behalf of the Vice President for Administration and Finance/Treasurer (Vice President) and the Business Affairs Office and providing support for the administration of business policies, programs and functions. Responsibilities are performed independently under general supervision of the Vice President and require strong writing and grammatical skills, organization skills, diplomacy, attention to detail, and initiative. The position requires the capacity to manage multiple priorities and work well in a diverse and fast-paced environment. The Administrative Coordinator interacts with a broad array of constituencies which includes members of the Board of Trustees, the President's Cabinet, students, alumni, faculty, staff, and external parties.
Document and Communication Management
On behalf of the Vice President and/or Business Affairs Office assist with:
- Responding to and interacting with constituents in person, writing (including electronic communication), and over the phone in providing information, interpreting policies, and communicating on behalf of the Vice President.
- Preparing agendas and support documents for various meetings.
- Collecting, compiling and analyzing information to include in communications.
- Composing, drafting and/or editing and proofing various documents that vary in scope, and complexity (e.g. white papers, BAO newsletter, proposals, email messages to the campus community, policies, etc.)
- Attend meetings and take minutes as required. Finalize and distribute minutes to appropriate individuals/groups.
- Manage the Vice President's calendar and coordinate meetings with members of the President's Cabinet, Trustees, the BAO leadership team, other internal and external constituents. Greet visitors to the Vice President's Office; respond to inquiries and have primary responsibility for answering the Vice President's phone, taking messages, and referring callers to other staff and offices as appropriate.
- Collect, sort, open, and distribute the Office of Business Affairs' mail. Exercise judgment in routing and prioritizing mail that requires immediate attention.
- Make travel arrangements.
- Serve as the primary courier to and from the Business Affairs Office and the Claremont University Consortium.
- Prepare invoices and assist with preparing, editing, and finalizing reports, memos, email messages, letters, and other documents using word processing, spreadsheet, database, and/or presentation software. May attend meetings and take minutes.
- Handle administrative functions for the Business Affairs Office, including cash deposits, petty cash, check requests, distribution of checks, and office supplies. Pick up and deliver financial documents and records at CUC's Office of Financial Affairs.
- Coordinate the campus-wide office supply purchasing system; interact with vendors; serve as the liaison with office supply purchasing system users, giving them guidance as needed; establish and maintain user profiles, review order history, and reconcile monthly billing.
- Review monthly purchase card statements for the Vice President's direct reports and Cabinet members.
- Special Initiatives/Projects and Other Responsibilities
- Assist with planning, scheduling and arranging logistics for BAO-sponsored events.
- Assist with other special projects and initiatives as assigned.
- Assist staff in Business Affairs and Human Resources as requested.
- Other duties as assigned.
What the ideal candidate will bring to this position and HMC:
- Graduation from high school plus two or more years of college or business school equal to at least two years of college, with courses in office administration and organizational procedures; or a combination of education, training and relevant experience that provides the required knowledge, skills and abilities of the position.
- Three to five years of increasingly responsible related experience, including experience with drafting, reviewing, proofreading and finalizing various types of documents.
- Valid driver's license and a driving record acceptable to the College's automobile insurance carrier.
- Effective oral and written communication skills; demonstrated ability to write clearly and compose correspondence, reports agendas and other documents using proper formats, grammar and punctuation, and ability to edit, proofread and ensure accuracy and high quality of work.
- Proficiency with word processing, spreadsheet, and other software (MS Word, Excel).
- Ability to work individually and as a member of the BAO team.
- Familiarity with standard office and scanning equipment and electronic filing; ability to maintain confidentiality and confidential files.
- Ability to independently organize, prioritize, and carry out responsibilities; effective time management skills.
- Ability to research files and select relevant information from a variety of sources and documents.
- Knowledge of business, administrative and clerical procedures; ability to handle confidential information and documents; follow campus policies and adapt to change.
- Ability to meet deadlines and exhibit attention to detail.
- Ability to handle confidential information and documents.
- Ability to direct work of part-time student employees.
- Personal integrity and ability to interact respectfully and tactfully with various constituencies (trustees, faculty, administration and staff) as well as individuals with varying abilities, backgrounds, interests and beliefs; ability to represent the Business Affairs Office with discretion and professionalism.
- Bachelor's degree.
- Experience in higher education.