This position is responsible for supervising the College’s two Academic Support Centers and a staff of five. This position will be responsible to staff, plan and organize work flow for the two academic support centers and supervise the staff who provide administrative support to approximately 175 to 200 faculty. Duties are performed without close review and require independent judgement and decision making. Responsibilities also include providing a variety of administrative support to faculty and other users of the academic support centers. This position will interact with faculty, students, staff, temporary staff and other campus guests.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
Reporting to the Director of Academic Administration and/or the Dean of Faculty’s designee, the Supervisor of the Academic Support Centers is responsible to perform the following essential duties and responsibilities:
In conjunction with the Director of Academic Services position is responsible to;
Trains and supervises daily work of approximately 5 staff members located in two faculty support centers.
Manage performance of staff and provides appropriate feedback and direction when necessary. Conduct initial and annual performance reviews of staff when applicable.
Review for accuracy and approve biweekly timesheets for staff and approve time off requests.
Interview and makes recommendations for hiring new staff as necessary.
Manage the workflow and faculty administrative services provided by the support centers. Assist faculty, students and administrative staff with the use of the support centers and the available resources.
Provide administrative support for the Office’s budgets, including: monitoring of budget to actual spending, processing reimbursements for all travel and other expenses. Processing payments under multiple budgets.
Direct Faculty Administrative Support
Provides administrative support to assigned faculty department(s) as needed.
Collect, record, and prepare student payroll as requested by department chairs. Complete student payroll forms, or assist as requested.
Assist and/or organize support for departmental chairs and committees responsible for employment searches. May serve as staff to faculty search committees for academic openings or other academic searches as needed.
May make travel, conference and/or other external arrangements for various constituents of the support centers to include faculty.
Monitor use of office equipment in the faculty support centers such as the fax, Xerox, and postage meter, and provide necessary bookkeeping and accounting records to charge for their use. Order, distribute and account for office supplies for academic departments.
Assist academic support staff and faculty in use of software such as Word, HTML, E-mail, Access, Excel, Power Point, Workday, etc.
Pick-up and/or deliver items such as bags of mail, boxes of duplicating paper, packages, etc. to multiple locations on and off-site campus as needed.
Performs other supervisory, administration, and essential duties and tasks as assigned.
High School Degree is required. Associate Degree or higher, plus related administrative and supervisory experience, or an equivalent combination of education and experience is preferred.
A minimum of five to seven years of progressive responsibility in an office or business environment is required.
A minimum of three to five years of supervisory experience with increasing responsibility in managing multiple employees is required.
Accounting experience and/or experience with managing multiple budgets is required.
Experience in higher education is preferred.
A valid driver’s license is required to drive college-owned vehicles and the ability to be insured under the College’s authorized driver’s policy.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:
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 knowledge, skills and abilities.
Ability to work in a professional academic environment, in collaboration with colleagues, and to best promote the College’s strategic interests and mission.
Ability to demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, and leadership skills to supervise, facilitate, motivate and inspire a highly diverse group of employees (to include: regular employees, student employees, temporary workers, parents, students, alumni, volunteers, community partners, and stakeholders). Demonstrate strong proof reading and editing skills.
Must have knowledge of accounting and budgetary procedures. Must be able to work accurately with numbers and have strong math skills.
Ability to operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook, Access, and PowerPoint) and associated professional software (such as Workday, Internet research, menu-driven databases). Demonstrate understanding of the use of technology/devices/equipment in assessing and improving department systems and processes to achieve annual goals and maintain confidentiality. Fast and accurate computing skills are required.
Use exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.
Ability to take and follow directions from verbal and written instructions.
Ability to work cooperatively with others.
Ability to receive and respond appropriately to constructive criticism.
Ability to display a positive attitude and maintain a high level of customer service satisfaction.
Ability to be flexible to work on own initiative and without direct supervision.
Ability to lift up to 30 lbs for items such as bags of mail, boxes of duplicating paper, packages, etc.
Ability to stand 1 - 2 hours at a time on occasion.
Ability to handle sensitive and confidential exams, reports, and correspondence with good judgment and discretion.
Ability to work independently without continuous supervision.
Ability to supervise multiple locations with a large staff in a variety of locations.
Ability to upgrade skills and knowledge as requested in a changing environment.
The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Holiday, weekend and evening work hours may be required. Travel may be required. Regular hours may vary due to needs of the College or division. This is a 12 month position.
CLASSIFICATION AND STATUS:
This is a non-exempt position.
This is a regular, full-time position.
This is a benefits-eligible position.
IPEDS Category Job Code: 43-0000 Office and Administrative Support Occupations
Physical Requirements: Moderate (up to 30 lbs.)
SUPERVISORY RESPONSIBILITY: Trains and supervises daily work of approximately 5 staff members. In conjunction with the Director of Academic Services interview and makes recommendations for hiring new staff as necessary. In conjunction with the Director of Academic Services provides performance feedback to staff. Approves timesheets for staff and/or work-study students.
GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times.
BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.
ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed 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 1 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.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.