Equal Opportunity and Nondiscrimination Statement
In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.
Location:
Claremont, CA
Job Posting Title:
Administrative Assistant
Job Details and Requirement:
BASIC FUNCTION:
The Administrative Assistant serves as the frontline point of contact for the Office of Human Resources and provides exceptional customer service to all employees, external contacts, and visitors to the office when responding to inquiries and incoming communications by phone, email, and in-person. This position provides comprehensive administrative support including, but not limited to, accurate data entry and records management, processing invoices and payments, budget tracking and support, preparing and sending general correspondence, and ordering and maintaining office supplies. The Administrative Assistant also leads the planning for department events and all-staff meetings in collaboration with campus colleagues and departments and provides secondary administrative support for ergonomic evaluations, recruiting, and hiring. This position requires a high level of discretion and professionalism in managing private and confidential information.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
ESSENTIAL FUNCTIONS:
Reporting to the Associate Vice President and Chief Human Resources Officer, the Administrative Assistant performs the following essential duties and responsibilities:
Maintain and update faculty, staff, and temporary worker information in Workday, including contact information, building access, telephone directories, meal plans, hiring practices, performance reviews, and approving self-service changes.
Maintain employee files and I-9 records in Workday, Box, and other records management platforms.
Process hiring and onboarding tasks in Workday, prepare new hire packets, submit and monitor background checks, and coordinate onboarding logistics with ITS, Facilities and Campus Services, and the Connection for computer setup, access, and meal privileges.
Respond to routine candidate inquiries regarding open positions, applications, and application status.
Notify departments of new hires, rehires, and terminations.
Prepare faculty transition and retirement letters.
Process faculty, staff, and temporary worker terminations and initiate related tasks including scheduling exit interviews, compiling exit interview packets, and coordinating final checks.
Support the staff salary letter processes.
Process expenses, invoices, tuition remission applications, special payment authorizations, and other payments. Monitor and support related budgets.
Manage the Office of Human Resources inbox and phone, respond to inquiries or route as needed in a timely manner, and welcome visitors to the office.
Maintain the Office of Human Resources department calendar.
Draft and distribute communications regarding benefits, job changes, meetings, events, and announcements.
Lead the planning and management of the Office of Human Resources meetings and events including ordering items and awards, making catering arrangements, drafting communications and graphics, coordinating with sponsors and vendors, and collaborating with various College departments.
Maintain accurate data records and disseminate various lists,…