Post Bacc-Admin Coordinator

The Claremont Colleges Services; Claremont (CA); On-site; USD 34,000 - 37,000; Part time

Job summary

Scripps College in Claremont, CA is seeking a Post-Bacc-Admin Coordinator to perform highly skilled administrative and clerical work for the Post-Baccalaureate Pre-Medical Program. You will report to the program director and support directors, handling confidential matters and diverse tasks.

The role manages student files, data entry into CX database, reports, interview days, travel arrangements, invoices, payroll processing, calendars, and coordination with college committees.

Qualifications

• Requires intermediate or advance proficiency with word processing, spreadsheet and other software applications (e.g. mail merge, tables, charts, presentations, etc.)
• Ability to accurately compose written correspondence and develop reports having excellent knowledge of business writing procedures.
• Knowledge of bookkeeping procedures to maintain and monitor department accounts and payroll.
• Regular and consistent attendance and the ability to work overtime as needed.
• Ability to interact appropriately with co-workers, peers and others in a collaborative manner.

Responsibilities

• Maintains regular and confidential files for students; updates mailing lists, spreadsheets, and department database.
• Inputs student information into CX database and creates reports from CX data.
• Organizes interview days, travel details, and welcomes applicants.
• Prepares invoices, processes payroll, maintains expense records and balances accounts.
• Coordinates activities of college committees and supports staff and student employees.
• Updates Sakai and Post Bac website; responds to program inquiries.

Skills

Word processing

Spreadsheet

Business writing

Bookkeeping

Interpersonal communication

Education

High school diploma + 2 years college

Experience in educational institution

Tools

CX database

Sakai

Job description

Claremont, CA

Job Posting Title: Post Bacc-Admin Coordinator

PRIMARY PURPOSE/GENERAL DESCRIPTION

Working independently performs a broad range of highly skilled administrative and clerical work for the Post-Baccalaureate Pre-Medical Program. This position reports to Post Baccalaureate Pre-Medical Program Director. Generally, supports the Post-Bac Administrative and Faculty Directors with various tasks. Relieves supervisor of a variety of administrative details and resolves matters of a routine nature to conserve supervisor's time. Duties and responsibilities are varied and confidential in nature.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES

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.
• Maintains regular and confidential files for both current and perspective students; maintains and updates mailing lists, spreadsheets and department database.
• Performs input of student information into CX database.
• Creates reports and spreadsheets from CX database.
• Regular admission cycle (Sept. - March) and Summer Session admission cycle for undergraduates & Post Bacs (January-May).
• Organizes interview days for perspective students. This includes assisting with travel information, creating interview day schedule, and welcoming perspective students.
• Compiles routine, complex and special reports from readily available information on a scheduled basis or as requested by supervisor and composes routine correspondence.
• Maintains inventory of office supplies, order and distributes supplies.
• Prepares agenda and support materials for conferences, committees and meetings.
• Coordinates the activities of and provide professional service to college committees.
• Prepares, processes and verifies invoices, bills, checks and receipts; maintains and reports expense account activity; and maintains records of cash receipts and disbursements, balancing accounts and reconcile statements.
• Responds independently to inquiries and interprets department policies and procedures as established by supervisor or the college.
• In the supervisor's absence, ensures that requests are relayed to the appropriate staff member or department or interprets requests implementing action and handling in a timely manner.
• Exercises considerable judgment and discretion in scheduling appointments and maintaining calendars.
• Makes travel arrangements including reservations.
• Interviews candidates for employment and make hiring decisions, direct or review work of secretarial or support staff (including student employees) for department projects and maintains schedules, process payroll.
• Collects, sorts, opens, and distributes mail.
• Prioritizes mail that requires immediate attention.
• Organizes and coordinates special projects. Including events for the current Post Bac students.
• Performs other essential duties and tasks specific to the position or as assigned.
• Respond to program inquires and advise perspective students on application process.
• Update and maintain all databases, applications, Sakai, and Post Bac website.
• Active support for the College's Principles of Community and Institutional Values in the performance of job duties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES

• Individuals must possess knowledge, skills and abilities 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.
• Requires intermediate or advance proficiency with word processing, spreadsheet and other software applications (e.g. mail merge, tables, charts, presentations, etc.)
• Ability to accurately compose written correspondence and develop reports having excellent knowledge of business writing procedures.
• Knowledge of bookkeeping procedures to maintain and monitor department accounts and payroll.
• Regular and consistent attendance and the ability to work overtime as needed.
• Ability to interact appropriately with co-workers, peers and others in a collaborative manner.

QUALIFICATION STANDARDS: EDUCATION & EXPERIENCE

• Graduation from high school or equivalent education plus two or more years of college or business school with courses in office administration; or any combination of education, training and experience that provides the required knowledge, skills and abilities of the position.
• Five to six years of increasingly responsible related experience, preferably in an educational institution.

LICENSES / CERTIFICATES

None.

HOURS & CLASSIFICATION AND STATUS

This is a regular status, part-time (30 hours per week), 12-month, benefits eligible, non-exempt position. The regular hours of this position are 9:00 a.m. to 2:00 p.m. Monday through Friday. Hours may vary due to the needs of the College or the department, and may include some evenings and weekends. Hourly rate range: $25.00-$26.50. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.

SUPERVISORY RESPONSIBILITY

May supervise student workers.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.

Physical and Mental Requirements

• Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.
• Sitting in a normal seated position for extended periods of time.
• Standing for extended periods of time.
• Reaching and extending hand(s) or arm(s) in any direction.
• Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.
• Communication skills using the spoken word.
• Ability to see within normal parameters.
• Ability to hear within normal parameters.
• Ability to bend and stoop, for example, to file.
• Ability to move about.
• Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

About Scripps College

Scripps College is a top-ranked liberal arts college and the women's college of The Claremont Colleges. Founded in 1926 by Ellen Browning Scripps, the College has provided exceptional education to equip talented students intellectually and morally with the skills, experience, and discernment to lead satisfying and productive professional and personal lives. In the founder's words, “The paramount obligation of a college is to develop in its students the ability to think clearly and independently and the ability to live confidently, courageously and hopefully.” These fundamental principles remain central and relevant to the mission of the College today. Kiplinger's Personal Finance ranks Scripps College among the Top 100 Best Values in Liberal Arts Colleges in the US. The Wall Street Journal places Scripps among the top 10 of Top Institutions in the West and in the top 100 of all colleges overall. Scripps College is ranked on multiple lists as one of the most beautiful college campuses and is listed in the National Register of Historic Places.