Administrative Assistant Student Life

Position: Administrative Assistant for Student Life
** 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.
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* Location:

** Claremont, CA
** Job Posting

Title:

** Administrative Assistant for Student Life
** Job Details and Requirement:**# BASIC FUNCTION:

The Administrative Assistant for Student Life provides comprehensive administrative and clerical support to the Student Life team within the Dean of Students Office (DOS), with primary support for Student Engagement.# DESCRIPTION OF

DUTIES AND RESPONSIBILITIES:

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* ESSENTIAL FUNCTIONS:

** Reporting to Assistant Dean of Students for Student Engagement, the Administrative Assistant for Student Life works both independently and collaboratively to perform the following essential duties and responsibilities:
* Provide budget support, including processing invoices, ad hoc forms, journal entries, reimbursements, deposits, credit card reconciliations, petty cash, and program/applications fees. Assist with budget tracking and expense planning.
* Serve as a first point of contact for students and visitors, greet guests, answer the main DOS phone line, respond to general inquiries, and refer questions to appropriate staff.
* Support student organization operations, including purchases, budget tracking, and equipment checkout.
* Regularly assist students with questions about event planning and student activities.
* Prepare annual reports for Shure and Crown Fund usage.
* Track donor gift usage for student groups and Student Engagement programs and maintain the division-wide gift database.
* Assist with student employee processes (ASCMC positions and Student Engagement student staff), including HR paperwork and stipend payments.
* Oversee the DOS motor pool (three minivans), including approving requests, check-in/check-out, maintenance tracking, insurance and registration, driver authorization requests, gas reconciliation, and GPS tracker maintenance.
* Review event registrations and manage reservations for student spaces and Heggblade meeting rooms.
* Provide logistical support for Student Engagement events.
* Monitor and respond to emails in the Student Engagement general inbox.
* Maintain accurate student travel information for Clery Act reporting.
* Manage digital signage in Collins Dining Hall, The Hub, and Heggblade.
* Oversee ticket sales for local entertainment and office-sponsored events.
* Manage the board game inventory and distribution for student use.
* Manage Dean of Students Office giveaway and merchandise inventory and storage.
* Provide back-up support to other administrative staff in the Dean of Students Office.
* Ensure the Heggblade lobby, conference rooms, and kitchen are clean, stocked, and well-maintained. Coordinate needs with the Executive Assistant for Student Affairs and DOS administrative staff.
* Assist in supervising DOS student office assistants.
* Perform other duties as assigned.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. The successful candidate will also be able to perform the following essential functions:
* Take and follow directions.
* Work cooperatively with others.
* Receive and respond appropriately to constructive criticism.
* Display a positive attitude.
* Balance multiple tasks and priorities.
* Perform other essential duties and tasks specific to the position.
* Model best practices that support equity, access, and…