Administrative Assistant, Campus Life (Housing and Residence Life)

Job Posting Location:

Claremont, CA

Job Posting Title:

Job Description:

ABOUT POMONA COLLEGE: Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.

JOB PURPOSE: The Campus Life Administrative Assistant supports various operational functions of the Office of Campus Life and Housing and Residence Life as well as provides administrative assistance to Campus Life staff members. This position is responsible for the daily function and service of the office - interpersonal, phone, and email reception, staff calendaring support, supplies purchasing, and supervision of student employees. The office of Campus Life supports Pomona College students across residential and co-curricular experiences.

ESSENTIAL FUNCTIONS: Reporting directly to the Director of Campus Life Operations, the Campus Life Administrative Assistant performs the following essential duties and responsibilities:

1. Provide clear direction and oversight of all department activities relating to student employees, which include: 

• Hire, onboard, train, and process personnel paperwork for all student employees.  
• Review and approve student employee timesheets in Workday.   
• Responsible for monitoring and evaluating student employees, including performance and daily assignments and the administration of required personnel paperwork.  
• Maintain an efficient, collegial, and proactive work environment within the Campus Life/HRL office and other student service locations and collaborating departments. 
• Process hiring paperwork for employees of all Campus Life/HRL entities: Sponsors, Resident Assistants, Office Assistants. Coordinate with Human Resources and Financial Aid offices for student eligibility records. 

2. Oversee and coordinate all daily operations and clerical tasks for the Campus Life/Housing and Residence Life office, Conduct, and residential service centers.

• Process space requests and confirm reservations for all reservable spaces on campus for all student events and meetings.
• Manage incoming calls, respond to inquiries, and relay accurate messages to appropriate staff members.
• Manage scheduling and calendar coordination for the Dean of Campus Life, Director of Residence Life, and Director of Campus Life Operations, including preparation of meeting materials.
• Sort and distribute incoming mail and ensure regular pick-up of outgoing mail.
• Support all ordering of office supplies and any outside vendor payments.
• Maintain office equipment inventory and coordinate any needed repairs.
• Oversee HRL conference room reservations.
• Communicate to the campus on behalf of the Dean of Campus Life when necessary.

3. ID Card and Key Management, resident access support:

• Operate the Card Reader Machine for transactions, ID Card Machine for IDs, and operate the printer to create new ID Cards.
• Monitor, maintain, and update all key inventory for the residence halls and limited staff apartments.
• Organize check-in packets and room keys for returning students and freshmen at the beginning of each Semester.
• Compile financial charges to be billed to Student Accounts monthly; charges include: Cost of replacement ID Cards, Fines, Lock Changes, and Lost Keys.

4. Coordinate special projects/tasks and provide assistance as assigned.

QUALIFICATIONS:

• Education: High School Diploma or GED is required, or equivalent combination of education and experience. 
• Licenses/Certificates: A valid driver’s license is required, or equivalent means of reliable transportation for off-site meetings and events.
• Experience: A minimum of 2 years of general office experience required. Data entry or accounting experience in higher education is preferred. Experience in higher education is also preferred. 

REQUIRED KNOWLEDGE AND CRITICAL SKILLS: This position must possess the knowledge, skills, and abilities to be able to successfully perform the essential functions of the job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge, skills and abilities not listed below.

1. Deploy professional skills in office management, data entry and accounting, in collaboration with colleagues, to best promote the College’s strategic interests.

• Make independent decisions occasionally.
• Research and compile information from various online sources to support projects, tasks, or inquiries.
• Able to use computers to complete data entry and to use a 10-key adding machine.

2. Demonstrated commitment to diversity, equity, and inclusion to support a diverse community of students, staff, and faculty.

3. Demonstrated effectiveness and clarity of verbal and written communication with excellent interpersonal communication and phone manners. Must handle all activities and highly confidential information with patience, discretion, tact, and a keen eye for detail while working with people from a wide variety of backgrounds.

4. Able to operate computers with basic Microsoft Office software (such as Word, Excel, Outlook), associated professional software (such as Workday, CX CARS, Engage, CRM and menu-driven databases) and social media networking. Demonstrated understanding of the use of technology to achieve annual goals and maintain confidentiality.

5. Able to handle multiple tasks, meet deadlines, and work both independently and as a collaborative member of the College in support of the College’s strategic vision and the division’s annual goals with a high standard of integrity and ethics.

6. Must have exceptional organizational, time management, and basic math skills to complete work with accuracy and attention to detail.

7. Able to safely operate College’s vehicles/golf carts for campus-related work.

REQUIRED HOURS: This is a regular, part-time, benefits-eligible position (20 hours/week) with hours between 8:00am and 5:00pm, Monday through Friday, to be arranged in consultation with the candidate. There is some flexibility. Weekend and evening work hours may be required periodically. Regular hours may vary based on the needs of the College of division.

HOURLY RATE: The hourly rate for this role is $21.00 to $26.50 per hour with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles. All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer, Pomona College requires all employees to be residents of California. 

ADA/OSHA: This job description defines the essential job duties of this position.  The College expects 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 I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

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.  When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.