IT Administrative Assistant I

Equal Opportunity and Nondiscrimination Statement                                    

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Location:

Claremont, CA

Job Posting Title:

IT Administrative Assistant I

Job Details and Requirement:

BASIC FUNCTION:

The IT Administrative Assistant I is responsible for providing administrative support to the IT department. This role handles typical administrative assistant tasks for the department, including scheduling, coordinating meetings, and maintaining department records.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Reporting to the Director, Operations and Compliance, the IT Administrative Assistant I performs the following essential duties and responsibilities:

• Schedule and coordinate meetings, appointments, and travel arrangements for IT staff.
• Prepare and distribute agendas and meeting materials, and take minutes at meetings as required.
• Maintain department filing systems and records, both electronic and paper-based.
• Order and maintain office supplies and equipment for the IT department.
• Assist with the preparation of reports and presentations.
• Manage department calendars and schedules.           
• Coordinate and provide administrative support for technical events.
• Assist with department projects and initiatives as required.
• Answer phone and email inquiries and respond to routine requests for information.
• Perform other duties as assigned.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The successful candidate will also be able to perform the following essential functions:

• Take and follow directions.
• Work cooperatively with others.
• Receive and respond appropriately to constructive criticism.
• Display a positive attitude.
• Balance multiple tasks and priorities
• Perform other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS & SKILLS:

EDUCATION: A bachelor’s degree in arts or sciences or any combination of education and experience that provides the required knowledge, skills, and abilities is required.

EXPERIENCE: Three to five years relevant professional administrative and clerical experience is required. Experience within a higher education environment is preferred.

LICENSES: A valid driver’s license and the ability to be insured under the College’s authorized driver’s policy are required to drive college-owned vehicles.

REQUIRED KNOWLEDGE, SKILLS, and 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 knowledge skills and abilities.

• Excellent organizational, time management, and communication skills.
• Proficiency in Microsoft Office Suite (Excel and Word), Adobe Acrobat Pro, and Box.com. Familiarity with Workday Financials, Qualtrics, and Lucid Chart is a plus.
• Experience and demonstrated ability to work independently on assigned tasks, effectively utilizing existing reference materials and resources, accurately forecasting task completion times, and prioritizing tasks.
• Ability to work independently and as part of a team.
• Familiarity with office equipment, such as printers, copiers, and scanners.
• Attention to detail and the ability to maintain confidentiality.

OTHER:

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday through Friday. Regular hours may vary due to the needs of the College. Some evening and/or weekend work may be required to support campus programs and activities. Occasional requirements to work outside of standard business hours may be required to ensure timely responsiveness to our College community.

CLASSIFICATION AND STATUS: This is a regular, full-time, 12-month, non-exempt, benefits-eligible position.

Supervisor – AB1825: No

Mandatory Reporter – CA Penal Code: No

Responsible Employee – Title IX: Yes

Campus Security Authority – The Clery Act: No

IPEDS Category Job Code: 43-0000 - Office and Administrative Support Occupations

PHYSICAL REQUIREMENTS: Normal physical job functions performed within a standard office environment and include reaching, fingering, grasping, talking, hearing, seeing and repetitive motions. May occasionally lift/push/pull items up to 20 lbs.   
 

ANTICIPATED PAY RANGE: $22.00 - $24.00 per hour

Claremont McKenna College offers employee benefits that include health, dental, and vision plans; flexible spending accounts; health savings accounts; paid vacation, sick, and holiday time; retirement benefits; basic and voluntary life insurance; dependent tuition remission; ride-share incentives; and more.

SUPERVISORY RESPONSIBILITY: None

REPORTS TO: Director, Operations and Compliance

GROOMING AND APPEARANCE: Employees are expected to wear attire that is appropriate to the office or department in which they work.

BACKGROUND CHECK:  The successful candidate will be required to undergo a full consumer background check. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with the requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed 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 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

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. Duties and responsibilities can change and develop over time; accordingly the College reviews job descriptions on a periodic basis and may make changes of business necessity.

AT-WILL EMPLOYMENT: Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. There is no agreement expressed or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause. The President is the only person who can modify or alter the at-will employment relationship.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations                                                                                    

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.               

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or hr@cmc.edu for assistance.