The Administrative Assistant reports to the Chair of the Department and works closely with other departmental staff. Responsible for overall department administration, assisting the department chair and faculty with administrative tasks, special projects, and Clinic. Works in collaboration with the business affairs and human resource departments to manage the student worker program, including recruitment, onboarding, and payroll processing.
The duties and responsibilities listed below are shared with another Administrative Assistant. These positions are considered coequal. Neither administrative assistant role has supervisorial or training duties over the other position. The Administrative Assistants are expected to work together effectively to complete the roles and responsibilities described below.
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
This position will administratively support the essential organizational and operational functions of the CS Department as described below. A particular focus of this position is on helping support the administrative functions of the CS Clinic program.
The CS Clinic program provides a capstone experience for every student in the CS major and half the students in the CS/Math major. In this program, which the CS Clinic Director heads, industry sponsors bring an R&D project to the college, which is then undertaken by a clinic team consisting of a faculty advisor and four or five students.
CS DEPARTMENT ADMINISTRATION
Manage departmental spaces and operations. Includes maintaining printers and supplies, submitting work orders to Facilities & Maintenance (F&M, processing invoices with suppliers or service providers, tracking McGregor room reservations, and facilitating package deliveries.
Plan and coordinate departmental events (e.g., meetings, retreats, colloquia, conferences, faculty search visits, receptions, etc.). Includes managing calendar of events, facilitating event logistics, making room reservations, submitting work orders to F&M, arranging refreshments with Dining Services or outside vendors, arranging AV needs with Computing and Information Services (CIS), preparing materials for meetings, and handling travel logistics for guests.
Manage departmental budgets and purchases through Workday Financial Systems. Includes processing reimbursements, journal entries, purchase orders, and purchases on the departmental purchase card. Interface with the Business Affairs Office (BAO) as appropriate.
Manage departmental communications. Includes responding to routine correspondence (e.g., calls, emails to the department), interfacing with other departments on campus and external organizations, managing weekly announcements, maintaining departmental mailing lists, maintaining CS website content (using a web editor such as WordPress), and recording and publishing meeting minutes.
Manage departmental calendar of events, including arranging and setting up meetings and events involving the CS chair, faculty, or staff using Google Calendar and Zoom.
Collect, compile, and analyze information related to administrative or educational activities (e.g., course scheduling, preplacement, grutor hiring, off-campus major applications, awards/honors etc.) of the Computer Science department to prepare routine and non-routine reports and presentations using Microsoft Office (e.g., Word, Excel, PowerPoint) and Google Workplace (e.g., Docs, Sheets, Forms, and Slides). Experience with publishing tools such as the Adobe Suite is also helpful.
Maintain departmental records, such as CS student petitions, Independent Programs of Study, MOUs, startup letters, faculty/staff directory, etc.
Manage student worker programs (including graders and tutors, office staff, and faculty research assistants). In coordination with HR, BAO, Admissions & Financial Aid (e.g., federal-work-study program), manage the recruiting and hiring of student workers, coordinate student work payroll and budget, prepare materials, and prioritize/ assign tasks to student workers.
Assist with onboarding new faculty, including managing their startup budget, preparing their office, facilitating office moves, ordering computers, furnishings, and other equipment, getting their ID/keys, ordering supplies, etc.
Assist faculty with course-related administrative tasks such as recording attendance, copying, and scanning instructional materials, delivering materials to classrooms, and preparing and administering exams (arranging proctors, locations). Delegate tasks to student office assistants when applicable.
Other duties and special projects as assigned by the Department Chair.
CS CLINIC PROGRAM ADMINISTRATION
Provide administrative support for the Clinic program, working with the Clinic Coordinator and liaising with other departmental and College staff.
Provide administrative assistance for the curricular aspects of the clinic program, including coordinating, scheduling, and preparing clinic workrooms and conference rooms, managing the clinic calendar of events, tracking student attendance to Clinic, and documenting as required by Clinic Director.
Track budgets and project accounts of the Clinic Programs, using spreadsheets, word processing software, and college information systems. Review transactions for reasonableness. Manage clinic budgets and purchases through Workday Financial Systems. Includes processing reimbursements, journal entries, purchase orders, and purchases on the clinic purchase card.
Arrange and book travel arrangements for necessary clinic travel, which includes clinic recruiting trips and teams visiting their sponsors location.
Reconcile accounts and detect unusual activity or questionable transactions. Maintain an inventory of clinic equipment. Provide accounting reports.
Work closely with the CS Assistant System Administrator and Course Coordinator to coordinate the hardware and software needs of the clinic course, including setting up and maintaining the clinic course management tool (currently Google Clinic classroom). Delegate tasks to the Systems Admin team through the Request System and monitor the Request System to see if any items have been assigned to you or Clinic.
Supervises student workers on special projects (e.g., Clinic web page design, updating and maintaining clinic databases, Presentation Days, and Projects Day preparations). Processes and maintains employment and payroll paperwork for students working in the Clinic program.
Organizes and assists with the planning and administration of events, meetings, and conferences sponsored by the Clinic Programs (or CS department), which may include communicating with other campus departments or off-campus vendors for refreshments and room set-ups. Includes preparation of materials for events, including Clinic Orientation, Presentation Days, and Projects Day.
Collect, compile, and analyze information related to administrative or educational activities of the Clinic Programs to prepare routine and non-routine reports, using appropriate tools as needed.
Maintain clinic-related calendars (e.g., room schedules, meeting schedules for clinic students, advisors, and director), arrange meetings for students and faculty, and purchase necessary equipment and supplies to support projects. Organize and schedule team visits to company sites when necessary.
Assist in ensuring that information flows appropriately between the Clinic program and other departmental administrative functions so that each has the information needed for its function
Other clinic-related administrative duties as assigned by the department chair or clinic coordinator.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Individuals must possess knowledge, skills, and ability to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions can be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
Ability to type accurately and competency in Microsoft MSWord, Microsoft Excel.
Experience with Microsoft PowerPoint, Google Workplace Suite (Docs, Sheets, Slides, Forms, etc.) Adobe Suite, a website editor tool (such as WordPress) is highly preferred.
Ability to read, write legibly, and use proper grammar and punctuation. Spell and calculate accurately and have excellent knowledge of business writing procedures.
Sort and file alphabetically or by project or subject matter with minimal direction. Maintain confidentiality. Research files and select relevant information from a variety of sources or documents.
Ability to recognize and prioritize opportunities to improve program functions. Requires use of independent judgment.
Ability to compose written correspondence and develop reports, agendas, and conference materials from rough drafts.
Knowledge of business mathematics and accounting procedures. Technical ability to maintain multiple accounts, monitor purchase agreements, contracts, and other accounting matters using various software.
Answer telephone in a business-like manner and respond directly to non-routine questions.
Able and willing to assist with planning of meetings, conferences, and other events sponsored by the Department.
Education: A Bachelor’s degree with courses in office administration and organizational procedures; or a combination of education, training and experience that provides the requisite knowledge, skills, and abilities of the position.
Experience: Three years of increasingly responsible related experience. Experience with, or ability and willingness to learn, basic aspects of technical and payroll software. Experience and fluency with Microsoft PowerPoint, Google Suite (Docs, Sheets, Slides, Forms, etc.), and Adobe Suite, a website editor tool (such as WordPress).
Hours: Scheduled hours are 40 per week, Monday — Friday, with a general expectation of a regular shift that provides the CS front office coverage during normal business hours. The exact hours may vary due to the needs of the College or department.
Classification and Status: This is a full-time (40 hours/week), benefits-eligible, non-exempt position.
Reporting: This position reports to the Chair of the Computer Science Department.
Notwithstanding the at-will nature of employment at the College, the Computer Science
Department understands the value of its staff and the importance of staff morale and retention. For these reasons, it endeavors to apply best practices for staff supervision and problem resolution, values each staff member's unique expertise and fosters an atmosphere where everyone feels part of the same team.
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.
All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA, must be vaccinated against COVID-19, including the COVID-19 vaccine booster and provide proof of vaccination and booster, unless an exemption from this policy has been granted as an accommodation or otherwise.
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.