Job Description

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Job Posting Title:

Administrative Assistant

Title of Job: Administrative Assistant,
Office of Academic Affairs

The Administrative Assistant for the Office of Academic Affairs is a key member of the administrative support team, providing comprehensive administrative, operational, and programmatic support to the Vice President for Academic Affairs and Dean of the Faculty, as well as the Academic Affairs leadership team. This position plays an integral role in the day-to-day operations of the Office of Academic Affairs by coordinating administrative processes, managing communications, supporting academic programs and initiatives, organizing meetings and events, and delivering exceptional customer service to faculty, staff, students, and external partners.

Reporting to the Assistant Director for the Office of Academic Affairs, the Administrative Assistant helps ensure the efficient and effective operation of the office through strong organizational skills, attention to detail, and responsive administrative support. The position is responsible for coordinating schedules, processing financial transactions, maintaining records, assisting with program administration, and supporting events and special projects, while exercising sound judgment, discretion, and professionalism in handling confidential information.

Success in this role requires excellent organizational, interpersonal, and communication skills; the ability to manage multiple priorities in a fast-paced environment; meticulous attention to detail; and a strong commitment to advancing the College's academic mission through outstanding administrative support.

DUTIES AND RESPONSIBILITIES:

• Provide comprehensive administrative support to the Assistant Director for the Office of Academic Affairs, and members of the Academic Affairs leadership team.
• Prepare, edit, format, and distribute correspondence, reports, presentations, meeting agendas, and other office documents.
• Assist with coordinating meetings and events by scheduling appointments, reserving rooms, arranging technology and catering, coordinating travel and registration, and preparing meeting and event materials.
• Provide administrative and logistical support for workshops, conferences, lectures, faculty meetings, retreats, receptions, and other Academic Affairs and Dean of Faculty programs and events.
• Assist with day-of-event operations, including event setup, participant support, vendor communication, troubleshooting logistical issues, and post-event follow-up activities.
• Maintain confidential files, records, databases, and documentation in accordance with College policies and procedures.
• Provide administrative support for academic programs, faculty initiatives, scholarship programs, summer programs, and special projects through coordination of communications, documentation, and logistics.
• Serve as a point of contact by responding to and routing communications with faculty, staff, students, alumni, external partners, scholarship organizations, and program participants.
• Maintain program records, application materials, participant information, and tracking systems to support office operations and reporting requirements.
• Assist with student employee recruitment, hiring, onboarding, scheduling, and payroll-related processes.
• Process purchase requests, invoices, reimbursements, expense reports, and other financial transactions; assist with budget recordkeeping, reconciliation, and tracking.
• Assist in the preparation and distribution of newsletters, promotional materials, announcements, event communications, and other outreach materials.
• Maintain and update Academic Affairs websites, digital platforms, and online resources to ensure information remains accurate and current.
• Coordinate room reservations, dining arrangements, facilities requests, audiovisual support, and other logistical needs for meetings, programs, and events.
• Provide administrative support for operational projects, departmental initiatives, and process improvement efforts that enhance office efficiency and service delivery.
• Provide support for occasional evening and weekend programs, events, and activities as needed.
• Perform other duties and special projects as assigned in support of the Office of Academic Affairs.

REQUIRED QUALIFICATIONS

Education and Experience:

• Required Education: A high school diploma is required, along with relevant education, training and/or experience that demonstrates the necessary knowledge, skills, and abilities for the role.
• Required Experience: A minimum of three years of progressively responsible office and administrative experience is required.
• Required Licenses/Certificates: Valid driver’s license with a driving record acceptable to the College’s automobile insurance carrier.

Knowledge, Skills, and Abilities:

• Administrative and Financial Skills Strong organizational abilities for handling administrative tasks. Proficient with office software and systems for financial transactions, expense reporting, and budgeting.
• Communication and Customer Service Excellent verbal and written communication skills to clearly convey information, provide feedback, and interact professionally with colleagues, students, and vendors. Strong interpersonal skills for effective and courteous support.
• Attention to Detail: High accuracy in managing sensitive information and financial transactions. Meticulous in tracking and organizing administrative tasks.
• Confidentiality Dedicated to handling confidential information with discretion and maintaining privacy according to company policies.
• Adaptability: Flexible in managing changes in priorities and handling unexpected situations. Open to feedback and adapting to evolving workplace needs.
• Technical Proficiency: Proficient with Microsoft and Google applications for document preparation, data management, and communication.
• Superior Organizational Skills Effective in organizing and prioritizing work to meet deadlines and manage multiple tasks in a dynamic environment.
• Professionalism: Projects a polished and professional image, demonstrating a positive attitude, strong work ethic, and a “can do” attitude.
• Event Flexibility: Willing to work evenings and weekends as needed for events and special projects.
• Institutional Knowledge: Keeps up to date with College policies and procedures.
• Teamwork and Independence: Capable of working both collaboratively in a team and independently with minimal supervision.

Preferred Qualifications:

• Knowledge of Workday Financials, Canva, and Kuali Build is preferred.

REQUIRED PROFESSIONAL STANDARDS

• Foster a Positive Work Environment

Actively collaborate with colleagues and administrative support team goals by sharing information and contributing to a positive team dynamic. Communicate constructively by clearly expressing ideas and feedback, listening actively, and keeping others informed. Show respect for all team members by treating them with courtesy, valuing diverse perspectives, and avoiding negative behaviors. Demonstrate accountability by taking responsibility for individual tasks, meeting deadlines, and addressing mistakes constructively.

• Adhere to Professional Conduct

Treat colleagues and visitors with politeness and avoid inappropriate language or behavior. Communicate clearly and professionally in both written and verbal forms, using appropriate channels and being mindful of tone and content. Maintain a strong work ethic by completing tasks efficiently and accurately, taking responsibility for your work, and seeking help when needed. Handle sensitive information with discretion and follow confidentiality policies. Uphold company policies and legal regulations with integrity and honesty, and maintain office etiquette by keeping noise levels down, ensuring a clean workspace, and respecting shared resources. Be adaptable to feedback and changes in the workplace environment or procedures.

• Attendance and Time Tracking

Maintain good attendance by adhering to scheduled work hours and tracking time off accurately. Be punctual by arriving on time for work, meetings, and appointments, and notify your supervisor in advance if you will be late or absent. Submit bi-weekly time cards in a timely and honest manner, ensuring that all submissions accurately reflect the true hours worked and comply with company policies.

Remote Work Eligibility:

Category A:

All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. Based on an evaluation by the Area Leadership Group (supervisor, area leader and area Cabinet member) and HR, this position is classified as Category A as defined in the College’sRemote Work Policy This position is essential to on-campus operations and requires you to work exclusively on campus. Additionally, remote work is subject to the College’s remote work policy. The College reserves the right to revoke or modify a remote work arrangement for any staff, at any time and for any reason as articulated in the College’s remote work policy.

Standard working hours for the college are 8:00 a.m. to 5:00 p.m., Monday through Friday, though these hours may vary depending on departmental and College needs.

All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

Hours:

This is a part-time position (20 hours per week). Regular hours will be established by the Assistant Director for the Office of Academic Affairs. Days and hours may vary due to the needs of the department or the College.

Classification

This is a non-exempt, part-time, regular, benefits eligible position.

Compensation

$24-$27 per hour.

Reports To

This position reports to the Assistant Director, Office of Academic Affairs

Additional Information:

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; 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.

Harvey Mudd College is an Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.