BAO Staff: Key Duties and Responsibilities

For scheduling meetings with VP, COO & Treasurer, contact Ronald Herrador at 909.607.0057 or rherrador@hmc.edu.

• Greet visitors to the Business Affairs Office, answer VP, COO & Treasurer’s calls, and coordinate internal and external meetings/appointments for the VP, COO & Treasurer
• Coordinate College purchase card program
• Provide administrative support for BAO initiatives such as updates to the BAO website, organizational chart, and BAO duties, ordering supplies for OFA, and other BAO duties as directed by VP/COO & Treasurer and Assistant Treasurer and Financial Analyst

• Direct all food-related services for the College, including dining services, the Café, catering and Jay’s Place
• Provide training for all employees in food and physical safety, customer service and recipe development
• Work closely with campus administrators to provide the highest quality service and food for students, faculty and staff
• Work with the Student Food Committee on implementing new menu ideas and arrange student events in the dining hall
• Provide a sustainable environment for all guests in controlling waste and energy usage

• Manage catering operations and work with clients to determine the needs of their event
• Oversee catering events from start to finish, including contracts, set-up, menus and cleaning
• Administer and maintain schedules for dining services staff
• Provide oversight to the dining hall during meal times
• Ensure that facilities meet all safety standards set forth by regulatory agencies

• Assist the general manager with ensuring that dining room operations are running smoothly
• Work with the executive chef to ensure that the menus and food dishes are prepared at a high level
• Update the dining services’ menus available on-line and on the digital signage located in Hoch-Shanahan
• Assist the general manager with the research and development of new equipment and needed upgrades within the dining facilities

• Oversee all of Facilities operations (e.g. administration, custodial, grounds, and improvement/renovation projects, and mail room)
• In the absence of the Senior Director for Plant Operations (SDPO), oversee scheduling and supervise all repairs and replacement of HVAC, electrical and plumbing fixtures, valves, devices, and appliances as required
• Lead College’s Safety efforts partnering with Faculty Safety Committee and President’s Cabinet
• Lead Emergency Preparedness activities, including partnering with Emergency Management Team with various HMC constituents across campus and the President’s Cabinet

• Manage plant operations (e.g. maintenance and repairs, building systems and Central Plant), including overseeing scheduling and supervision of work orders pertaining to repairs and replacement of HVAC, electrical and plumbing fixtures, valves and devices
• Serve as lead in managing the College’s Renewal and Replacement Reserve (RRR) program
• Serve as BAO’s lead on sustainability initiatives and chair the HMC Sustainability Committee comprised of faculty, students and staff members
• Manage HMC’s utilities, including collaborating with The Claremont Colleges Services Central Facilities Services team, who manages the electrical grid and other systems for The Claremont Colleges

• Oversees all aspects of key and card access management
• Manages Facilities and Maintenance visitor check-in ID badge process
• Coordinates summer student housing and dorm damage billing
• Responsibility for various administrative functions including greeting visitors and responding to inquiries
• Provides support for emergency preparedness and safety, event management

• Manage and oversee the maintenance and upkeep of the grounds on-campus, including lawns, trees, plants, parking lots, walkways and water features
• Maintain the College’s fleet of vehicles, including golf-carts and maintenance vehicles
• Generate and install various exterior signage on campus
• Maintain the College’s centrally-controlled irrigation system
• Manage trash, recycle, composting bins and compactors on-campus

• Manage room reservations for on-campus meetings and events
• Shared responsibility for various administrative functions including greeting visitors and responding to inquiries
• Coordinate facilities use and details with internal and external constituents to ensure that their meeting requests are satisfied
• Assist with parking issues on campus and respond to parking-related questions
• Manage and maintain the Liability Certificate of Insurance (COI) process documentation
• Manage the College’s annual summer conferences

• Assist Facilities Directors with managing day-to-day general operational and administrative duties of facilities operations
• Oversee and process department invoices
• Supervise student staff
• Prepare monthly billing of HMC motor pool use

• Will lead and provide oversight for special projects that include construction, alterations and renovations across campus generally under $1 million.
• Works under the guidance and supervision of the Senior Director of Plant Operations and collaborates with key Facilities team members to ensure that project and program goals are met within the prescribed time frames and budgets.
• Involved in selecting professional design staff; coordinating the activities of clients, contractors, inspectors, movers, vendors and others associated with the project; monitoring and verifying project progress, cost and quality; resolving problems that arise during the project; working with city, state and federal agencies and officials to ensure compliance and safety; and communicating with project stakeholders regarding program, budget, schedule and construction impact

• Assist Facilities Directors with managing day-to-day plant operations
• Manage and prioritize work orders, including emergency dispatch
• Provide on-call response to facilities-related emergencies such as HVAC issues, leaks, etc.
• Assist Facilities Directors in management of facilities operating and non-operating budgets
• Create and process vendor contract documents

• Lead all custodial services in support of the Harvey Mudd College communities
• Manage the College’s mailroom operations in working with outside postal agencies
• Ensure incoming and outgoing U.S. and campus mail is processed timely and accurately, including sorting and distribution
• Assign and manage student mailboxes
• Oversee trash, recycle and compost program for all interior spaces
• Manage college furniture assets

• Coordinate, oversee, and manage Cal/OSHA employee safety and emergency preparedness training
• Partner with the Senior Director for Facilities, Emergency Preparedness and Safety to oversee and manage all aspects of emergency preparedness and response training and exercises
• Respond to student, employee and authorized visitor questions regarding HMC COVID-19 Safety requirements while on the HMC campus
• Maintain inventory and coordination of testing and service for first aid kits, safety eye and shower wash stations, fire extinguishers, and emergency phones on the HMC campus

• Reviews and presents various budget reports
• Gather information to ensure that the annual budget forecast is complete and accurate
• Assist various departments and constituents with questions and requests for information, including inquiries related to Workday
• Oversees the College audit, year-end close and grant administration

• Partners with VP-COO to prepare board materials relating to compensation, finance and investments
• Partners with Senior Director of Plant Operations and Projects to manage capital project budgets
• Serves as Liaison to Office of College Advancement (OCA) regarding gift/endowment/planned giving agreement management
• Assists the VP-COO with the preparation of various reports and analyses

• Work with academic departments for clinic administration, sponsored research programs and the pre and post award of grants and contracts
• Support accounting and reconciliations, including for large capital projects
• Assist various departments and constituents with Workday-Financial questions and requests for information
• Coordinate the A-133 research and development audit

• Respond to inquiries regarding Workday-Financial policies, procedures, guidelines and reporting
• Create and deliver Workday-Financial end-user training materials and programs
• Assist various departments and constituents with Workday-Financial questions and requests for information

• Oversee and manage requests for college-issued purchase cards
• Support and partner with the ATFA and/or VP-COO on special projects and strategic initiatives
• Analyze and confirm various reports, reconciliations, and spreadsheets developed by others to confirm accuracy
• Support annual reporting including fiscal year-end close, financial statement, and 990 preparations

• Provide human resource consultation and support to management, faculty and staff at the College
• Lead and direct the daily operations of Human Resource services for recruitment and retention, compensation and benefits, performance management, employee relations, HRIS/Payroll, policy administration, and professional and organizational development that support the College’s strategic goals
• Serve as the College’s Affirmative Action Officer and monitor the College’s Affirmative Action Plans
• Lead human resource initiatives and human resource services for the College
• Serve as point-of-contact for compensation reporting, analysis and administration, including job descriptions and market research
• Provide consultation and advice to management, staff and faculty regarding human resources policies and procedures and serves as the primary contact for all employee relations
• Serves as point of contact for workers’ compensation matters

• Provide a broad range of support related to compensation and benefits, performance management, employee relations, HRIS, payroll, policy administration, training and development and special projects
• Collect and interpret data for HR and compensation surveys and partner with members of HR and the Office of Financial Affairs to perform data analysis
• Coordinate the design, configuration, implementation, communication, maintenance and administration in support of HR strategy
• Administer COVID related initiatives related to policies, communication and tracking of vaccines and testing
• Support Staff Pilot Remote Work program monthly attestation and tracking

• Oversee and Manage the biweekly and monthly Payroll Administration process for faculty, stand, and student workers
• Develop and administer trainings to support faculty, staff, and student workers with Workday Time Tracking and Absence Management
• Manage the auditing and troubleshooting of Workday Time Tracking and Absence Management
• Oversee and manage the hiring and onboarding processes for student employees and summer research hires
• Manage rideshare program for the community
• Support with processing verification of employment requests for faculty, staff, and student employees

• Provide administrative support to the Office of Human Resources for staff pre-employment actions, on-boarding and off-boarding
• Manages student hiring and onboarding process for student hires
• Oversee all HR records management and provide other administrative support for HR
• Coordinate internal and external HR meetings/appointments and respond to HR-related queries and/or requests
• Provide administrative support for HR such as maintaining and updating employee records through the human resource information system (HRIS)
• Complete background checks and employment verification requests for faculty, staff, and student employees

• Partner with the Sr. Director for Human Resources and hiring managers to oversee recruitment, on-boarding and off-boarding, and retention of staff
• Collaborate with hiring managers to provide guidance on recruitment, such as posting jobs, candidate interviews, extending offers and initiating the background check process.
• Support the Dependent Scholarship Program administration, coordination, and communication
• Manage the Authorized Driver program for the College

• Partner with the Sr. Director for Human Resources to oversee recruitment, onboarding, and retention of faculty
• Oversee Leave administration, which includes medical, family, and workers’ compensation matters
• Serve as the liaison with The Claremont Colleges Services (TCCS) regarding benefits administration, questions, and issue resolution for faculty and staff
• Oversee the annual service award program and other HR services for the College
• Schedule and conduct new hire orientation

• Coordinate Business Affairs Office communication with various constituencies, including Board materials and Business Office Leadership Team notes
• Partner with various constituencies to continuously assess College’s risks; Manage risk assessment tool
• Liaise with The Claremont Colleges Services Risk Management office and insurance carriers
• Review contracts
• Conduct compliance research and communicate policies to College community
• Provide backup assistance for College-issued purchase cards
• Oversee Student Accounts

• Assist the Office of Student Accounts with preparing monthly student billing statements, entering student account data, and processing outside scholarships
• Assist with administrative functions for the business affairs office, including preparing W-9 forms, invoices, and data entry
• Support the BAO staff with preparing purchase card statements and receipts for review and making travel arrangements
• Assist with accumulation, analysis, and data entry of business affairs processes and reports

• Bill and collect tuition, fees, and other charges related to students’ financial accounts
• Process student charges, payments, credits, and refunds
• Prepare monthly statements and manage payment plans, late fees, outside scholarships, and collections
• Post financial aid funds in accordance with applicable federal, state, and institutional regulations
• Respond to student and parent inquiries regarding student accounts