Student Affairs Administrator

Overview

Job Location:
Scott Hall

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Inquiries Regarding Application Status
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click here to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews. 

Location:

Claremont, CA

Job Posting Title:

Student Affairs Administrator

Job Details and Requirement:

Position Title:  Student Affairs Administrator

Department:    Student Affairs           

Supervisor: Vice President of Student Affairs

Working independently under the general direction of the Vice President for Student Affairs, plan, organize, coordinate, implement, evaluate, and supervise advanced administrative activities, special projects, and operations for the Division of Student Affairs.                                    

• Oversee the daily operations of the divisional office suite including coverage issues, compliance with policies and procedures, office equipment maintenance, and creating a welcoming office environment presence where the dignity of all students, staff, faculty at Pitzer are embraced, and student and Division of Student Affairs staff thriving and success is a priority. 
• Serve as the initial point-of-contact and liaison for the Vice President for Student Affairs, providing high-level screening, referral, and problem resolution in response to inquiries to the Division of Student Affairs. Anticipate support needed for the Vice President for Student Affairs and Division of Student Affairs Office by staying current on office projects, daily events and activities, and the Vice President’s calendar and engagement schedule. Determine the priorities and constituent issues and needs, make independent decisions using sound judgement, and plan daily activities. Independently respond to inquiries using knowledge about department policies, procedures, and guidelines while demonstrating strong emotional intelligence, empathy and compassion, political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the College. Ensure open communication with various offices, faculty, staff, students and others as needed to collaboratively find innovative solutions, de-escalate concerns, engage conflict resolution strategies, and help to avoid escalation whenever possible.
• Provide a variety of advanced, complex, sensitive and confidential administrative support to the Vice President for Student Affairs, including scheduling of internal and external meetings, management of complex executive’s calendar, managing travel arrangements, document and file management, editing and reviewing of confidential communications and correspondence. Organizes daily briefings, researches, compiles and summarizes issues, policies and topics and background information, presentation slides, talking points, and briefing materials as necessary for the Vice President for Student Affairs on emerging trends and issues.
• Review, edit, and proofread correspondence prepared in other campus offices for Vice President for Student Affairs signature and approval. Draft correspondence on behalf of the Vice President for Student Affairs. Prepare materials and logistics for workshops, presentations, conferences and committee meetings. Design and produces electronic presentations, print materials, and informational handbooks.    
• Provide confidential administrative support as needed to the Division of Student Affairs Leadership Team.
• Prepares Board of Trustee Student Affairs Committee reports, agendas, takes meeting minutes as secretary to the committee, supports presentation development, meeting logistics and coordination, and posts all relevant information and committee agenda materials for the Board of Trustees Student Affairs Committee to the trustee portal.
• Collaborate and consult as a thought partner with Executive Assistants and Administrative Support staff across the College, The Claremont Colleges (e.g. Student Deans Committee support staff), and provide guidance to staff in other departments on complex procedures and policy interpretation for the Division of Student Affairs.
• Manage and promote positive and effective cross-functional relationships with co-workers, departments, and program leaders.
• Develop, implement, oversee coordination, monitor, and participate in special projects, assignments, special events, and activities as assigned.
• Provide coordinated support to the Vice President for Student Affairs, including The Claremont Colleges, College committees and task forces, Division of Student Affairs committee support, and student affairs related professional association activities and other responsibilities. Manage coordination of Division of Student Affairs and leadership team retreats, ongoing professional development curriculum events/programs, trainings schedule, meetings, programs, logistics, catering, IT needs, guest speaker arrangements, new staff onboarding and orientation, and end-of-semester divisional celebrations.  Manages Divisional Mindful of Each Other and Ourselves program, Weekly Divisional Lunch, Kudos program, and leads development and implementation of annual end-of-year Division of Student Affairs Recognition Program. Provide support to standing Divisional committees as needed.
• Responds to, researches, and collaborates with offices to find solutions to a wide variety of questions/issues related to students, the Division of Student Affairs, and Pitzer College. Monitors and follows upon issues until resolved.
• Serves as an information source for students, parents, staff, faculty, and the general public. 
• Responsible for evaluating and continually improving business processes within the purview of this position. This includes proactively seeking out best practices and new technology tools to use in process improvement and streamlining.
• Develop and implement efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses, and meeting deadlines.
• Serve as the point of contact for the organization of the grievance and/or appeal process, triaging and preparing responses to submitted appeals and grievances in accordance with student conduct policy as directed by the Vice President for Student Affairs or designee.
• Provide advanced operational support to the Vice President for Student Affairs and student affairs leadership team related to planning development, implementation support, and progress tracking related to divisional contributions to College strategic planning, WASC reaccreditation, and Division of Student Affairs strategic planning process, divisional goals, assessment efforts, and priorities.
• Co-lead the development of a divisional systems operations continuity plan in partnership with the area operations team representatives across the Division. This includes, but is not limited to, annual divisional cross-training for continued operations to provide high quality timely student success support, removal of systemic barriers to student success, and ensure divisional preparedness in the event of any unforeseen crisis and internal staffing back-up support as necessary, and divisional collaborative social media account and website content updates on services and resources.  
• Assists with the coordination of all vacant position searches in the Division as needed, including arranging search committee meetings, coordinating information distribution, contacting candidates, travel and meal accommodations, campus meetings, and notifications.
• Serve as an active member of appointed College, The Claremont Colleges, and/or Divisional committees, including, but not limited to the College’s Commencement Committee, and providing support as necessary on behalf of the Vice President for Student Affairs.  
• Direct and coordinate administrative operations including provision of records, reports or other statistical data as needed.  Provides support for the preparation and submission of the annual Clery Report as needed. 
• Responsible for supervision, hiring, training and performance assessment, in compliance with institutional policies and EEOC requirements, for student assistants.  Provide oversight for Division of Student Affairs student employment budget in coordination with leadership team.
• Manage and track the Division of Student Affairs expenses and budget, ensuring that decisions made are fiscally sound and in line with financial targets and goals. Serve as Division of Student Affairs Lead Budget Facilitator and lead coordinator of Divisional Leads in partnership with the Office of the Treasurer for annual budget planning and submission process. Monitor the account budget, journal entries, process payments, transfers, prepares requisitions, and other financial documents/reports monthly. Prepare reimbursement requests, credit card and account reconciliation, requests for payment for invoices, and submit work orders for the Vice President and, Divisional Committee Leadership, and members of the Division of Student Affairs Leadership Team as needed. Prepare requests for payment of department invoices through the Workday system.
• Responsible for collecting emergency contact and insurance information for all Pitzer students, coding and running reports and billing insurance company. Serve as liaison to student insurance company.
• Order and maintain the inventory of office supplies for all staff in the Division of Student Affairs.
• Assists and/or collaborates as needed to hire, train and assign tasks to student staff in a supervisory capacity. Coordinate the completion and submission of required hire and payroll paperwork. Review and approve timesheets for student employees.
• Use good judgment and knowledge of policies in serving as moderator for emails sent to the student listserv.
• Records Management:
  • Enter and maintain meal-plan, contact and other information into the appropriate data system for on-call and live-on staff.
  • Assist with uploading documents to electronic student files in the appropriate database systems. Create new files, ensure files are updated in a timely manner, and destroy old records according to the department policies.

• Perform other essential duties as needed to support Division of Student Affairs or College needs, including, but not limited to, support for Collegewide signature events and programs during evenings or weekends (e.g. Commencement).

Basic Qualification:  Bachelor’s degree. A minimum of five years of related experience in an office setting. Preference for experience supporting senior-level management, at least three years of supervisory experience and experience at an institution in higher education engaging with students, staff, faculty and board members. Demonstrated ability to create and foster welcoming environments and proven collaborative thought partner, and team player.

The 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 skills and abilities.

• High-level organizational skills in managing multiple tasks and priorities with an attention to detail, and ability to prioritize and follow through on assignments in a timely, proactive, and responsive manner
• Proven superior communication skills in English, both oral and written to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents, both verbally and in writing.
• Strong arithmetic skills and an ability to work with and manage budgets.
• Excellent computer skills, including proficiency with the latest versions of Microsoft Office suite. 
• Strong ability to maintain discretion and absolute confidentiality in handling materials containing sensitive information.
• Must possess a strong commitment to Pitzer Core Values, inclusive excellence and ability to work well with diverse populations.
• Demonstrate a high level of professionalism, good judgment, political acumen, tact, maturity, and emotional intelligence.
• Advanced service orientation and demonstrated ability to exude empathy, care, and compassion to students in distress.
• Ability to interact effectively, productively, and cordially in a culturally diverse work environment.
• Must have access to reliable and secure computer and internet connection. Must maintain password protection for work files and records and ensure that no one else has access to password and login credentials at remote work site.
• Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair. Must ensure workstation is safe and free from hazards.

Preferred Qualifications: Experience supporting senior-level management; prior experience serving as an Executive Assistant is preferred, at least three years of supervisory experience and/or experience at an institution in higher education.

Licenses/Certifications: None required.

Supervisory Responsibility: Supervise student assistants working in the Division of Student Affairs.

Time Type:  Full-time 40 hours per week

Annual Pay Schedule: 12

Work Schedule: This is a full-time, exempt position, working 40 hours per week, for 12 months per year. The regular hours for this position will be scheduled between 8:00 am and 5:00 pm, Monday through Friday. These hours may vary due to needs of the College or department. Some evening and/or weekend hours may be required.

Work Model:  Hybrid

Compensation: Salary $65k per year

Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more. 

Physical Requirements: This is generally a sedentary position.  Must be able to sit for prolonged periods of time. Must be able to operate a computer for prolonged periods of time. Must be able to assist with the set-up and tear-down of events, including tables, signage and other materials. Ability to reach overhead, grasp, pull, push, bend, stoop, and lift up to 20 pounds unassisted.

Instructions:  Only qualified applicants please.

Application Materials: Upload the following materials to complete your application:

• Cover Letter:  Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own. 
• Resume: List relevant qualifications and dates of experience.
• Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).

Employment Requirements
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties 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 skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.

Covid-19 Vaccination

Pitzer College has mandated the COVID-19 vaccination for all employees.  New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply. 

Safety Report  

In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.