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SalaryBelow you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.
Inquiries Regarding Application Status
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application.
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application.
Location:
Claremont, CA
Job Posting Title:
CASA Adminstrative Assistant Job Details and Requirement:
Position Title:
CASA Administrative Assistant
GENERAL DESCRIPTION
The CASA administrative assistant provides support for the community-based academic program and community center known both as CASA Pitzer (Critical Action + Social Advocacy). Specifically, this position provides ongoing technical, logistical, digital, financial, and administrative support on program, infrastructure, transportation, and physical space to facilitate meaningful experiences for CASA students, faculty, staff, and community partners. Demonstrated commitment to equity-centered and healing-engaged community work is a necessity, as this is a guiding principle reflected not only in the work we put in, but also in the way we engage with one another as a team. Flexibility and adaptability are a must.
ESSENTIAL FUNCTIONS
- First and foremost an administrative role
- Provide logistical and technical support to CASA staff, faculty, community partners, and students.
- Maintain financial records and systems, including budget reports, in-house financial records, and payments made and received. This includes paying invoices, making deposits, making transfers/journals, supplier requests, requesting/securing petty cash, and submitting requests for checks, reimbursements, and credit card reconciliations.
- Support the administrative operations of CASA, including provision of records, reports, proposals, and documents as needed.
- Maintain CASA electronic files and archives, department calendar, office supplies, and a monitoring and checkout system for program equipment.
- Maintain CASA program websites and social media. Liaise with relevant communications departments as needed.
- Assist with logistical preparations for CASA events.
- Assist CASA staff with the logistics of the regular meetings (student orientation, community partner orientation, staff meetings, steering committee meetings, etc), including communications around locations, agendas, preparing materials, taking minutes, follow-up correspondence.
- Post CASA student worker job descriptions and assist with related search/hire logistics, in compliance with institutional policies and EEOC requirements, as well as student onboarding (maintaining employee/volunteer handbook and onboarding related to office procedures, budget, shared drive, administrative forms, office equipment, campus business protocol and policies, personnel introductions, etc).
- Arrange transportation for faculty, staff, and CASA students, as needed.
- Assist with oversight of CASA community center, including welcoming presence to receive and direct guests and visitors; oversight of calendar confirmations and reception of outside users; ensuring space is well maintained (clean, functioning, safe).
- Maintain annual calendars (website, Pitzer master calendar, DOF calendar, and shared CASA calendars) of events, awards, and deadlines.
- Spearhead/Take lead on quarterly development and release of CASA newsletter and annual development and release of annual report, in partnership with staff, students, and faculty, working closely with the Director.
- Perform other related duties as required.
Basic Qualifications: Graduation from high school plus two or more years of college or business school equal to at least two years college, with courses in office administration and organizational procedures; or any combination of education and experience that provides the required knowledge, skills, and abilities. Six months of academic and practical experience in experiential or community education/research is strongly desired, as is experienced in office management, accounting, and budgets.
Preferred Qualifications: Expertise with Institutional Methodology is preferred. Experience with Power FAIDS is highly desirable.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
The 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 organizational skills.
- Uses time efficiently and manages multiple tasks to satisfy expectations and deadlines.
- Has the ability to pivot as needed, shifting from one task to another.
- The ability to balance multiple priorities and pivot quickly to address important, urgent issues as they emerge.
- Direct, radically transparent, and proactive communication style.
- Ability to work alone, self-motivated.
- Able to work well in teams, and collaborate effectively.
- Proficient with Microsoft Office Excel and Word, including the ability to prepare reports, memorandums, and other documents. Strong familiarity with Google suite, and Microsoft Teams, and ability/willingness to learn new technologies, tactics, and strategies quickly. Knowledge of or ability to quickly learn online media platforms (WordPress, Facebook, Instagram) and flyer creation software (Canva, Adobe).
- Ability to create and supervise budgets, maintain records, and databases, including the website.
- Commitment to community care and healing, as well as your own.
- Ability to connect and build relationships with many different kinds of people across race, class, gender, age, and (dis)abilities.
- Writes English with attention to spelling, grammar, accuracy, and the needs of the target audience; presents numerical data effectively; articulates a compelling message; and uses various mediums of communication effectively (e.g. emails, memos, web pages, etc.). Speaks English clearly, persuasively, and cordially with individuals from multiple constituencies within the institution in a diverse and socially aware environment.
- Spanish language skills are desirable.
- Ability to supervise and direct work of student interns and student assistants. Oversees workloads, assists with recruitment and training, and provides constructive coaching.
- Identifies and resolves problems in a timely manner, gathering and analyzing information skillfully.
- Intercultural sensitivity, adaptability, patience, intellectual curiosity and enthusiasm for challenge.
- Perform duties with integrity, discretion, and professionalism, including in difficult or sensitive situations.
- Basic understanding of graphic design and/or other strengths in visual expression and storytelling, in order to manage social media platforms for CASA.
Time Type: 12 months
Work Schedule: This is a part-time position working up to 30 hours per week within the hours of 9:00 am to 6:00 pm, Monday through Friday. These hours may vary due to needs of the College or department. May be required to work evenings and weekends as needed.
Work Model: On-Campus
Compensation: Starting Pay: $21.00 per hour
Licenses/Certifications: Must have valid driver’s license and a driving record insurable under the College’s General Liability policy.
Physical Requirements: This is generally a sedentary position. Must be able to:
- Sit for prolonged periods of time;
- Operate a computer for prolonged periods of time;
- Communicate with others by email, in person and over the telephone;
- Read printed materials and a computer screen;
- Have the mobility to work in a standard office setting and use standard office equipment;
- Assist with the set-up and teardown of event tables, signage and other materials.
- Requires reaching overhead, grasping, pulling, pushing, stooping, bending, and twisting;
- Lift 15 pounds from the ground to waist level unassisted; and
- Have the stamina to manage a high-volume workload in a fast-paced work environment.
Instructions: Only qualified applicants please.
Application Materials: A resume and cover letter addressing your interest in and qualifications for this position are required. Applications submitted without both documents are incomplete and will not be considered.
- Cover Letter: Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own.
- Resume: List relevant qualifications and dates of experience.
- Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).
Employment Requirements
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties 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. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties 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. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.
Covid-19 Vaccination
Pitzer College has mandated the COVID-19 vaccination for all employees. New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.
Equal Employment Opportunity and Non-Discrimination
Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply.
Safety Report
In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.
