Faculty Administrative Assistant

The Claremont Colleges Services; United States; On-site; USD 40,000 - 54,000; Full time

Job summary

The Claremont Colleges Services is seeking a Faculty Administrative Assistant to support the Office of Academic Affairs/Dean of Faculty and related offices on campus in Claremont, CA. The role emphasizes confidentiality, administrative excellence, and cross-team collaboration to assist faculty and field groups.

Responsibilities include preparing reports, coordinating meetings, and supporting course evaluations, with strong emphasis on document quality and calendar management.

Qualifications

• Bachelor’s degree or 1–3 years of related administrative/office support experience, or equivalent.
• Strong confidentiality, discretion, and judgment in handling sensitive information.
• Excellent spelling, grammar, and editing with strong documentation skills.
• Ability to manage multiple tasks, meet tight deadlines, and coordinate schedules.

Responsibilities

• Serve as primary support for faculty and field groups, and back-up to department staff.
• Provide day-to-day administrative and technical support to faculty members and field groups.
• Assist in preparing reports, presentations, and class materials.
• Perform data entry and assist with course evaluations setup and collection.
• Provide technical/logistical support for virtual and in-person meetings and campus events.

Skills

Confidentiality

Time management

Multitasking

Communication

Calendar management

Microsoft Office

Adobe Acrobat

People Admin

Education

Bachelor’s degree or 1-3 years experience

Tools

Microsoft Office Suite

Adobe Acrobat

People Admin

Job description

Below 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. For information regarding our general staff recruitment process, see our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews.

Location: Claremont, CA

Job Posting Title: Faculty Administrative Assistant

GENERAL DESCRIPTION

The Faculty Administrative Assistant performs a broad range of administrative and general office duties in support of the Office of Academic Affairs/Dean of Faculty, the Associate Deans of Faculty, and the faculty. The Faculty Administrative Assistant is supervised by the Sr. Administrative Coordinator for Academic Affairs. Duties and responsibilities are varied, customer service oriented, and often confidential in nature. Requires a high level of confidentiality, poise, good judgment, attention to detail and both independent and collaborative work.

ESSENTIAL FUNCTIONS

• Function as the primary support assistant for faculty and field groups. Also provide support for the Office of Academic Affairs/Dean of Faculty and serve as back-up to the Sr. Administrative Coordinator for department information, field group information, and administrative resources.
• Provide day-to-day administrative and technical support to faculty members and field groups.
• Assist Faculty in preparing reports, presentations, class materials, and other documents.
• Perform data entry; Assist with setup and administration of distributing and collecting course evaluations
• Provide faculty with technical and logistical assistance for virtual and in-person meetings, field trips, and on-campus events.
• Collect materials such as receipts, forms, and other documents as needed.
• Place work orders for faculty to Facilities & Information Technology and follow-up as needed.
• Learn and maintain knowledge of Field Groups to respond to questions from staff and students relating to Faculty and Field Groups.
• Support tracking of faculty requests and with relevant staff and departments as needed.
• Assist with Pitzer College committee minute-taking support.
• Provide support to the Office of Academic Affairs/Dean of Faculty.
• Serve as a front-desk representative.
• Learn and maintain knowledge of academic affairs policies and procedures and answer questions about such policies and procedures.
• Assist in the maintenance of department website and faculty web pages as needed.
• Provide assistance to staff and administrators in the Dean of Faculty's office as needed.
• Conduct research; develop draft documents; update lists and rosters.
• Under the supervision of the Sr. Administrative Coordination, assist in academic program-based support for offices and programs associated with the Dean of Faculty's Office such as: Associate Dean of Faculty Programs First-Year Seminar Program Distinguished Academic Lectures Tutoring programs Summer Session
• Assist in coordinating the administration, collection, and storage of course evaluations.
• Serve as a primary contact for questions regarding course evaluations.
• Ensure compliance with processes and procedures for course evaluation distribution and access by faculty.
• Assist in generating reports for digital evaluation results and scanning paper evaluations for faculty.
• Perform other duties as assigned such as, but not limited to Maintain inventory of supplies for the Academic Affairs Office.
• Assist with faculty supply orders and reception of supplies.
• Keep copy rooms stocked and maintain copy machines.
• Assist with room access for faculty and staff.
• Coordinate projects and tasks with student assistants.
• Backup support for budget and finance tasks for faculty.

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. Ability to maintain strict confidentiality and exercise a very high degree of independent judgment, tact, and discretion in the execution of assigned responsibilities. Ability to prioritize, organize large volumes of paperwork and emails, use time efficiently and manage multiple tasks to satisfy expectations and tight deadlines. Ability to switch between tasks quickly while maintaining workflow and attention to detail in a busy office environment. Adapts to changes in the work environment, manages competing demands and deals with frequent change, interruptions, delays or unexpected events with aplomb. Ability to independently conduct research and produce complex reports and presentations. Superior people skills, a customer service attitude, teamwork skills, and the ability to interact well in a culturally diverse work environment. Excellent word processing skills. Advanced-level skills with the full Microsoft Office suite and Adobe Acrobat. Knowledge of (or ability to quickly learn) data management systems and online job application systems (in use: People Admin). Strong editing and proofing skills in English. Writes English with attention to spelling, grammar, accuracy and the needs of the target audience; presents numerical data effectively; and uses various mediums of communication effectively (e.g. emails, memos, reports, etc.). Demonstrates initiative in anticipating schedules and needs to move projects forward. Excellent calendar management skills, including the coordination of complex meetings.

Education/Experience:

A bachelor’s degree or one to three years of related administrative/office support experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities. Preferences: Experience in an higher education or academic environment preferred.

Supervisory Responsibility:

This position does not have regular supervisory duties but may on occasion assist with the supervision of work performed by student workers or interns.

Time Type:

Full-time

Work Schedule:

This is a full-time position working 40 hours per week, 12 months per year. The regular hours for this position are 8:00 am to 5:00 pm, Monday through Friday. These hours may vary due to needs of the College or department. May occasionally work outdoors for events and activities.

Work Model:

On-Campus

Compensation:

Starting Pay Range $22.00-$23.00 per hour. Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more.

Physical Requirements:

This is generally a sedentary position. Must be able to... Sit and operate a computer for prolonged periods of time. Mobility to work in a standard office setting and use standard office equipment. Must be able to communicate in person and over the telephone. Must be able to read printed materials and a computer screen. Must be able to assist with the set-up and tear-down of event tables, signage and other materials, including reaching overhead, grasping, pulling, pushing, stooping, bending, and twisting.

Classifications:

No AB1825 No CSA Reporter No Mandatory Reporter No Responsible Employee Yes FERPA 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.

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 Affimative 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; [phone].

Reporting Definitions

Campus Security Authority Reporter (CSA): Employees responsible for reporting crimes that are disclosed to them, so that crime statistics reporting is as accurate as possible. Federal Educational Rights and Privacy Act Reporter (FERPA): Employees with access to student records and information must adhere to the privacy protection requirements under FERPA, which restricts what student information may be disclosed and to whom. Mandatory Reporter: Employees who have frequent contact with children are required to report all known or suspected cases of child abuse or neglect. Responsible Employee: Any employee who has the authority to take action to redress sexual violence, who has been given the duty of reporting incidents of sexual violence or any other misconduct by students to the Title IX Coordinator or other appropriate School designee; or whom a student could reasonably believe has this authority or duty.