Administrative Assistant, Campus Life (Housing and Residence Life) at Pomona College in Claremont

Job description

Job Posting Location: Claremont, CA Job Posting Title: Administrative Assistant, Campus Life (Housing and Residence Life) 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