Administrative/Support, Financial, Other Staff/Administrative, Staff/Administrative
The Business Affairs Coordinator (Coordinator) performs a broad range of highly skilled work that varies in complexity in supporting the Vice President of Administration and Finance/Treasurer (Vice President). Duties and responsibilities are varied and confidential in nature and include managing the calendar and correspondence for the Vice President of Administration and Finance/Treasurer. Responsibilities are performed independently under general supervision and involve planning, strong organization skills, diplomacy, attention to detail, and initiative. The position requires the capacity to manage multiple priorities and work well in a diverse and fast-paced environment. The Coordinator interacts with a broad array of constituencies which may include members of the President’s Cabinet, faculty, staff, students, trustees, alumni, The Claremont Colleges Services (TCCS), and other Claremont Colleges.
About Harvey Mudd College:
Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”
DUTIES AND RESPONSIBILITIES
Manage the Vice President’s calendar and coordinate meetings with members of the President’s Cabinet, Trustees, the Business Affairs Office leadership team, other internal and external constituents.
Greet visitors to the Vice President’s Office; respond to inquiries and have primary responsibility for answering the Vice President’s phone, taking messages, and referring callers to other staff and offices as appropriate.
Prepare purchase card statements and receipts for review.
Make travel arrangements as needed.
Distribute department mail.
Serve as backup for various administrative functions.
Assist with accumulation, analysis, reconciliation, and data entry of various accounts, processes and reports.
As directed by the Vice President, assist the Senior Director for Emergency Preparedness and Safety in various projects and initiatives related to emergency preparedness and safety.
Assist with other special projects and initiatives as assigned by the Vice President.
General Administrative Support
Maintain and organize electronic files.
Process invoices into Workday for approval.
Order supplies as needed.
Deliver and/or pick up mail between college and TCCS and processing special mailings as needed.
Provide assistance with scheduling and coordinating orientation meetings, as required.
Work collaboratively with members in Business Affairs in the delivery of services. Participate in meetings as required.
Other duties as assigned.
Education and Experience:
Graduation from high school plus two or more years of college or business school equal to at least two years of college, with courses in business administration; or a combination of education, training and relevant experience that provides the required knowledge, skills and abilities of the position.
Experience: Three to five years of increasingly responsible related experience, preferably in an academic institution.
Required Knowledge, Skills and Abilities:
Strong skills in Excel including the ability to navigate complicated spreadsheets with a high degree of accuracy.
Proficient with word processing software (MS Word) and experienced in using various other software and spreadsheet programs; skilled in entering data accurately.
Excellent oral and written communication skills; ability to write legibly, spell accurately and proofread documents.
Ability to sort and file alphabetically and by project or subject-related heading. Research files and select relevant information from a variety of sources and documents.
Ability to compose written correspondence and reports from source and semi-finished materials.
Ability to work collaboratively with management, staff, customers, and other campus constituents.
Ability to function in a team environment and to work independently.
Highly organized with the ability to handle confidential material with discretion.
Detail-oriented, organized, flexible and able to prioritize and manage multiple projects and assignments with competing deadlines.
Experience with Workday.
Experience in higher education or a non-profit organization.
Bachelor’s degree in business administration
LICENSES AND CERTIFICATIONS
Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.
PHYSICAL REQUIREMENTS While performing the duties of this job, the staff member is regularly required to sit; stand use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The regular hours are 8:00 a.m. to 5:00 p.m., Monday – Friday. Hours may vary due to the needs of the department or College.
This is a non-exempt, full-time, benefits-eligible position.
This position reports to the Vice President of Administration and Finance/Treasurer.
Employment Category: Regular, full-time
Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information about how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.
Deadline to apply:
Position will remain open until filled.
This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the 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.
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
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.