Administrative Assistant

at  Scripps College

Claremont, CA
Job Posting Title:
Administrative Assistant
Job Description:

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:

Individual must possess knowledge, skills and ability to be able 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.

• Excellent written and verbal communication skills, and meticulous attention to detail.
• Ability to prioritize effectively across multiple projects and tasks and across different teams.
• Office management experience in a fast-paced environment providing high-touch customer service preferred.
• Ability to interact easily with a diverse clientele of students, faculty, staff, board members, employers, and other members of a college community.
• Capable of processing large amounts of information and managing multiple deadlines efficiently and accurately.
• Proficiency with Microsoft Suite, Blackbaud Raiser’s Edge or other databases, Handshake or career platforms, websites, and social media is a plus.
• Excellent database management and customer service skills.

EDUCATION & EXPERIENCE:

Graduation from high school with at least two years of extensive college level courses or any combination of education, training or experience that provides the required knowledge, skills and ability required. Bachelor’s degree in relevant field is preferred.
Experience in higher education administration is preferred.

PRIMARY PURPOSE/GENERAL DESCRIPTION:

Reporting to the Director of Parent Engagement, with additional collaborative support for the Director of Career Planning & Resources (CP&R), the Administrative Assistant is responsible for day-to-day administrative operations of Career Planning & Resources and Parent Engagement teams, including scheduling, event logistics, email and phone communications, and stakeholder engagement data management. The Administrative Assistant is responsible for a great amount of detail and high-level customer service, and supports the broader Institutional Engagement team with projects and events as needed.

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.

• Manage front desk operations and maintain common areas for CP&R; handle incoming calls; greet walk-ins and appointments; direct students, alumnae, families and employers seeking assistance, and manage CP&R library.
• Assist in scheduling student and alumnae career counseling appointments and maintaining staff calendars; generate and maintain internal and public programming calendars.
• Maintain email and phone correspondence for CP&R and Parent Engagement offices.
• Support CP&R and Parent Engagement with targeted and general email and social media communications, with collaboration with MarComm and the Digital Engagement Specialist.
• Manage the process of tracking engagement of current students and current parents on a monthly basis in the database as well as in internal tracking spreadsheets - tracking, inputting, and analyzing engagement data in coordination with alumnae, parents, and stewardship teams, and tracking CP&R events, counseling use, and programs.
• Coordinate administrative logistics for internship grant matching process and scholarship matching process, including student notification, follow up, and document management.
• Assist in completing paperwork for student employees, office purchases, and other routine services.
• Partner with the Events and Conference Services team to coordinate event logistics for events including on-campus recruitment, workshops, career panels, Career Treks, Family Weekend, summer welcome receptions, and New Families Orientation.
• Support management of Handshake career services platform by managing job, internship, and event approvals, new user requests, and platform usage data.
• Support surveying of students and alums, including survey development, administration, and data collection, analysis and reporting.
• Manage annual Resume Refresh and Resume Book programs.
• Other duties as assigned.
• Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.

Individual must possess knowledge, skills and ability to be able 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.

• Excellent written and verbal communication skills, and meticulous attention to detail.
• Ability to prioritize effectively across multiple projects and tasks and across different teams.
• Office management experience in a fast-paced environment providing high-touch customer service preferred.
• Ability to interact easily with a diverse clientele of students, faculty, staff, board members, employers, and other members of a college community.
• Capable of processing large amounts of information and managing multiple deadlines efficiently and accurately.
• Proficiency with Microsoft Suite, Blackbaud Raiser’s Edge or other databases, Handshake or career platforms, websites, and social media is a plus.
• Excellent database management and customer service skills