Full time
Priority Deadline: Review of applications will commence immediately. Interviews will be conducted by phone and video conference.
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.
GENERAL DESCRIPTION
Perform a broad range of administrative duties in support of Redford Conservancy staff, including the Conservancy Director. Provide project-based support for the Robert Redford Conservancy, including scheduling, budget tracking and management, taking minutes at meetings, filing. Duties and responsibilities are service oriented, varied, and often confidential in nature. Requires a high level of poise, good judgment, attention to detail, and both independent and collaborative work.
ESSENTIAL FUNCTIONS
Redford Conservancy Office Support
- Provide day-to-day administrative and technical support to RRC Director and Assistant Director, and other RRC staff.
- Prepare and process reimbursements and purchasing card on behalf of the office.
- Maintain current knowledge of resources and administrative support available throughout the College. Assist others in navigating administrative support systems.
- Gather information on behalf of RRC staff, assist with preparation of reports and presentation materials.
Staff, Student, and Faculty Recruitment and Onboarding Support
- Place job advertisements for RRC related staff, and student positions on the online job tracking system, and track expenses.
- Assist job applicants, reference providers, and faculty with the online job tracking system.
- Assist with event logistics, coordinate campus visits schedules; coordinate candidate travel and lodging; collect documentation for reimbursements; and assist job applicants, reference providers, and faculty, as needed.
- Provide logistical support and prepare materials for new faculty orientations.
- Coordinate training for institutional computing and instructional technology systems.
RRC Sponsored Events Support
- Archiving grant-related, and research-related records
- Support the evaluation process of programs to ensure proper access for review committees and helping ensure the timely transmittal of reports and letters.
- Manage email listservs; archive committee minutes to appropriate sites; ensure the collection and archiving of annual reports.
- Coordinate logistics, including meeting times, rooms, and catering;
- Coordinate Zoom and conference calls;
- Create and distribute event posters and announcements;
- Coordinate travel and lodging for guests and collect documentation for reimbursements.
- Be present and greet people entering the RRC; monitor usage of building and library books.
- Maintain and administer the review of course evaluations and materials related to RRC funded courses.
- Assist with editing and formatting of RRC materials on the web. Maintain an
- RRC Calendar and coordinate with PZ master calendar and promotions on Instagram and Facebook pages.
- Collaborate with RRC staff to digitize and archive relevant materials.
- Provide back-up support in the absence of the Assistant Director or Director. Perform other related duties as required.
Supervisory Responsibility: This position does not have regular supervisory duties but may on occasion assist with the supervision of work performed by student workers or interns.
Work Hours: This is a full-time position working 40 hours per week, 12 months per year. The regular hours for this position are 8:00 am to 5:00 pm, Monday through Friday. These hours may vary due to needs of the College or department.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
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.
- Ability to maintain strict confidentiality and exercise a very high degree of independent judgment, tact, and discretion in the execution of assigned responsibilities.
- Ability to prioritize, organize large volumes of paperwork and emails, use time efficiently and manage multiple tasks to satisfy expectations and tight deadlines.
- Ability to switch between tasks quickly while maintaining work flow and attention to detail in a busy office environment.
- Can quickly and easily adapt to changes in the work environment, can manage competing demands and effectively deal with frequent change, interruptions, delays or unexpected events.
- Ability to independently conduct research and produce complex reports and presentations.
- Superior people skills, a customer service attitude, teamwork skills, and the ability to interact well in a culturally diverse work environment.
- Proficient word processing skills. Advanced-level skills with the full Microsoft Office suite and Adobe Acrobat. Knowledge of (or ability to quickly learn) online job application systems (in use: People Admin).
- Speaks English clearly, persuasively and cordially with individuals from multiple constituencies within the institution in a diverse and socially aware environment.
- Proficiency in other languages (e.g., Spanish) not required but a plus.
- Strong editing and proofing skills in English.
- Writes English with attention to spelling, grammar, accuracy and the needs of the target audience; presents numerical data effectively; and uses various mediums of communication effectively (e.g. emails, memos, reports, etc.).
- Demonstrates initiative in anticipating schedules and needs to move projects forward. Excellent calendar management skills, including the coordination of complex meetings.
Education: A bachelor’s degree; or any combination of education, training or experience that provides the required knowledge, skills, and ability.
Experience: Must have two to three years of related full-time experience in office support positions of increasing responsibility.
Licenses/Certifications: None required.
Other Requirements: None.
Preferences: None
Working Environment: Work is performed in an office setting with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Work involves interaction with employees, student and/or the public in person, by telephone and by computer. May occasionally work outdoors for events and activities.
Physical Requirements: This is generally a sedentary position. Must be able to:
- Sit for prolonged periods of time;
- Operate a computer for prolonged periods of time;
- Communicate with others by email, in person and over the telephone;
- Read printed materials and a computer screen; Have the mobility to work in a standard office setting and use standard office equipment;
- Assist with the set-up and teardown of event tables, signage and other materials.
- Requires reaching overhead, grasping, pulling, pushing, stooping, bending, and twisting; and
- Have the stamina to manage a high-volume workload in a fast-paced work environment.
To Apply
Instructions: Only qualified applicants please.
Priority Deadline: Review of applications will commence immediately. Interviews will be conducted by phone and video conference.
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.
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.