Posting Number: H0270 Posting Date: June 14, 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: Starting salary is dependent upon qualifications. This is a full-time, regular, 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. and may vary due to the needs of the College or department.
What the successful candidate will do:. The Assistant Director for Administration and Assistant to the Treasurer (ADAAT) works independently, exercising a high level of judgment and discretion in performing a range of high-level administrative, analytical, and complex duties that support the Treasurer and Business Affairs Offices (BAO). The ADAAT interacts with a broad array of constituencies which includes trustees, the President's Cabinet, students, alumni, faculty, staff, staff from The Claremont Colleges and Claremont University Consortium (CUC), city staffers and officials, and other community members. The ADAAT must have the capacity to manage high-energy situations, be highly organized, with great follow-up skills and work well in a diverse and fast-paced environment.
- 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.
- Partner with the Vice President for Administration and Finance/Treasurer and Assistant Vice President for Business Affairs in managing and coordinating communications between the Treasurer and Business Affairs Offices and various constituencies. Promote an open and friendly environment that supports effective communication and interactions. Communications include:
- Responding 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 and/or Assistant Vice President
- Scheduling meetings or presentations with various individuals and groups
- Preparing agendas and support documents for various meetings
- Collecting, compiling and analyzing information to include in communications
- Composing and/or editing and proofing various documents complex in nature
- Assist in the preparation of materials for Board of Trustees' Committee meetings for review by the Vice President for Administration and Finance/Treasurer and the Assistant Vice President for Business Affairs.
- Independently and collaboratively work on and coordinate various projects and process improvement initiatives; analyze current practices and procedures; conduct research; recommend changes or new approaches; prepare or assist with preparing a variety of documents related to projects such as reports, policies, analyses, flow charts, and spreadsheets.
- 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.
- On behalf of the Vice President, interact with CUC's Financial Services Office and other offices as necessary and serve as courier to and from the Business Affairs Office and CUC.
- Manage and coordinate the Business Affairs Office image management system that includes establishing guidelines for preparing, scanning, indexing documents and quality control; ensuring compliance with the College's record retention policy; maintaining confidentiality; collaborating with Computing and Information Services and CUC with implementation and ongoing BAO imaging initiatives; preparing and scanning documents; and assisting other staff.
- Make travel arrangements for the Vice President and Assistant Vice President.
- Prepare invoices, reports, memos, email messages, letters, and other documents for the Vice President, using word processing, spreadsheet, database, and/or presentation software. May attend meetings and take minutes.
- Collect, sort, open and distribute the Office of Business Affairs' mail. Exercise judgment in routing and prioritizing mail that requires immediate attention.
- In the Vice President or Assistant Vice President's absence, ensure that requests for action or information are relayed to the appropriate staff member(s) or departments.
- Manage the Colleges' cell phone allowance program.
- Manage the BAO website and newsletter programs; including authoring articles and coordinating with various BAO team members.
- Manage departmental purchase cards and act as a primary or backup for handling administrative functions for the Business Affairs Office including cash deposits, petty cash, check requests, distribution of checks, and office supplies. Pickup and deliver financial documents and records at CUC's Department of Financial Services as needed.
- Provide periodic support to the Office of Student Accounts, at month end to prepare monthly student billing statements.
- Assist other staff in Business Affairs, including Dining Services, and Facilities and Maintenance and Human Resources as needed and assigned.
- As needed, hire, train and supervise student employees.
- Other related duties as assigned.
What the ideal candidate will bring to this position and HMC:
- Bachelor's degree in a related field such as English, Journalism or Business Administration required or an equivalent combination of education and experience.
- Three to five years of increasingly responsible related experience that includes managing a variety of projects and assignments in varying degrees of complexity with efficiency and thoroughness.
- Valid driver's license and a driving record acceptable to the College's automobile insurance carrier.
- Demonstrated ability to communicate clearly and concisely orally and in writing; knowledge of ability to use proper formats, grammar and punctuation, and ability to edit, proofread and ensure accuracy and high quality of work. Ability to research and compile information, analyze it and exercise judgment in selecting what to include in communications and documents.
- Demonstrated ability to compose/draft original written correspondence and documents such as policy documents, reports, memos, agendas and letters.
- Effective interpersonal skills that include tact, patience, diplomacy, the ability to adapt communication style to a constituent, and the ability to remain calm and poised in challenging and difficult situations.
- Ability to act with a high degree of personal integrity, adapt to the climate and culture of the campus and become familiar with procedures, policies, and processes.
- Ability to meet deadlines and exhibit attention to detail.
- Demonstrated strong organization and follow-up skills.
- Intermediate proficiency and skills in a variety of computer programs including Word and Excel with the ability to use spreadsheet programs with a high degree of accuracy.
- Should have proficiency with Internet based systems and the ability to learn other College software.
- Strong analytic, problem solving, critical thinking and research skills.
- Ability to exercise a high degree of accurate and independent judgment, tact and discretion.
- Ability to work with a broad and diverse campus community.
- Demonstrated organizational, time management, and multi-tasking skills and ability to meet deadlines in a busy, high-paced environment.
- Familiarity with scanning equipment, electronic filing and sensitivity to maintaining confidentiality and confidential files.
- Knowledge of office management methods, procedures and techniques that includes financial recordkeeping and purchasing procedures.
- Experience working in an academic institution.