Chaplain Senior Administrative Assistant
The Claremont Colleges Services (TCCS) is the shared services organization for a highly regarded cluster of seven independent colleges known as The Claremont Colleges located in Southern California. Today, TCCS is a nationally recognized educational model for academic support, student support and institutional support services to meet the needs of 6,300 students and 2,300 faculty and staff. Some of the more than 30 different services include: campus safety, a central library, health and counseling services, cultural centers, central bookstore, physical plant and facilities support, payroll and accounting, information technology, real estate, risk management and employee benefits.
TCCS is committed to offering a work environment that is supportive, collaborative, accountable and enjoyable. TCCS offers generous time off benefits, employer-paid retirement contributions, tuition remission benefits and professional development opportunities. Our employees also take advantage of discounted meals provided in the TCCS café, regular employee events and an opportunity to work with exceptional colleagues.
The Chaplains Senior Administrative Assistant is a vital member of the McAlister Center team. Responsibilities consist of enhancing the well-being of our campus community through our multi-faith and interfaith programs and offerings. The Senior Administrative Assistant coordinates campus wide unity events sponsored by the office, working collaboratively with all areas of The Claremont Colleges (TCC) community (students, staff, and faculty) and external constituencies (alumni, parents, vendors, etc.) to provide and promote interfaith campus programming and support all religious student organizations.
Reporting to the Lead Chaplain, the Senior Administrative Assistant also oversees the management of the office, providing high-level administrative support to assist the Chaplains in executing their vision for fulfilling the mission of the office. The position will require working some evenings and weekends during the academic year, including religious holidays.
Essential Functions: The incumbent performs these essential duties and responsibilities.
• Greets all guests of McAlister and proactively manage visitor and staff concerns.
• Manages the McAlister Center office to support the Chaplains' faith based and interfaith programs and services.
• Answers phones and ensures proper routing of guest and staff inquiries to the appropriate department to assure satisfactory outcome and compliance.
• Monitors office budget, including reconciliation of expenses of the Chaplains, and processing of invoices and other payments
• Supervision of program assistant and/or work study student workers.
• Assists with all arrangements and logistics for activities, programs, and large-scale events sponsored by the office, such as holiday celebrations, speakers, justice opportunities, and baccalaureate
• Assists with marketing student outreach programs, using photography and utilizing social media, such as Facebook, Twitter, Instagram, etc.
• Maintains website, publicity, digital media, social media, and e-newsletters
• Performs a wide variety of administrative tasks. Manage office functions, such as correspondence and mail distribution.
• Scheduling of McAlister center for student organizations as it relates to meetings and events.
• Maintains database of current religious student organizations.
• Conducts quality sweeps of McAlister center, to ensure readiness and functionality of equipment
• Assists in development and implementing office procedures while developing and keep up-to-date an office manual of administrative policies and procedures.
• Performs multiple tasks and administrative projects as assigned to meet established deadlines
• All assignments demand a high level of attention to detail, excellent organizational skills, and discretion with confidential information.
• Develops programs for, and/or provide assistance to four (4) faith-based Chaplains (Catholic, Jewish, Muslim, and Protestant) and support the programming efforts of non-faith-based individuals or groups.
• Develop efficient methods for metrics data collection and analysis (qualitative and quantitative).
• Assist with calendar and scheduling for the chaplains and maintain the office calendar of events.
• Other duties as assigned.
Required Qualifications: The following qualifications must be met in order to meet the requirements:
• Exceptional customer service skills with ability to maintain a friendly attitude in professional atmosphere.
• Proficient active listening skills with professional and personable phone etiquette.
• Appreciation for working in an organization that values diversity in culture, thought and experience.
• Proactive approach to problem solving.
• Proficient in the use of Microsoft Office and Slack.
• Ability to work remotely and/or combination thereof during the COVID-19 pandemic.
• Ability to work well independently as well as part of a team.
• High degree of discretion, judgment and tact.
• Maintain office electronic files, databases, and listserv.
• Flexible, organized, creative, energetic spirit.
• Commitment to interfaith pluralism.
• Excellent planning, communication, and interpersonal skills.
• Have the ability to prioritize and handle multiple assignments.
• Grant writing knowledge.
• Proficiency with social media (i.e., Facebook, Twitter, Instagram, etc.)
• Proficiency with Outlook and its Calendar features.
• Proven experience with basic graphic design, video, photo, and editing capabilities.
• Ability to lift 30lbs.
Required Education and Experience:
• Bachelor's Degree preferred
• Minimum years of relevant work experience is 2-3 years working in a fast-paced environment
• Basic religious literacy
Some experience in campus programming at an institution of higher education, including the design and coordination of events.
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. Regular hours may vary due to needs of the
organization or business unit.
This job description defines the essential job duties of this position. TCCS 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).
Ability to work remotely during normal business hours and occasional after-hours programs. Limited on-site work required for essential tasks. Full time on-site hours required with the resumption of campus activities currently projected for fall 2021. Familiarity with Zoom scheduling and meeting room administration required. Phone and internet stipend included during remote work phase.
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, TCCS will review this job description and make changes of business necessity.
This job description defines the essential job duties of this position. The Claremont Colleges Services 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).
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 Claremont Colleges Services will review this job description and make changes of business necessity.
Equal Opportunity Employer:
TCCS is an equal opportunity employer. TCCS managers make employment decisions on the basis of merit, with the aim to have the best available person in every job. TCCS prohibits discrimination based on race, color, religious creed (including religious dress and grooming practices), gender (including gender identity and gender expression), national origin or ancestry, genetic information, physical or mental disability, medical condition, marital status, registered domestic partner status, age, sexual orientation, sex (which includes pregnancy, childbirth, breastfeeding, and medical conditions related to pregnancy, childbirth, or breastfeeding), military or veteran status, and status with regard to public assistance, or any other basis protected by federal, state or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics, or is associated with a person who has or is perceived as having any of these characteristics. All such discrimination is unlawful.
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