Southern California HERC

Job Posting Title:

Student Affairs Administrator, Special Projects Lead

Department: Student Affairs                                 Supervisor: VP of Student Affairs

GENERAL DESCRIPTION 

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 the supervision of two staff members, coordinating 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.
• 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.
• Lead the College’s Commencement Committee and drive comprehensive institution-wide commencement planning and execution—overseeing all logistics, coordination, and implementation efforts—while also providing support as needed on behalf of the Vice President for Student Affairs.
• 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.
• Records Management:
  • 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).

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.

Education/ Experience:  Bachelor’s degree required and a minimum of five years of related experience in an office setting. Demonstrated ability to create and foster welcoming environments and proven collaborative thought partner, and team player.

Preferred Qualifications: 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.

Licenses/Certifications:  None required.

Supervisory Responsibility: Yes

• Staff: Students Services Operations Manager and Student Affairs Coordinator

Time Type: Full-time

Work Schedule: This is a regular, full-time, exempt, staff position, working 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 (4 days in office/1 day remote)

• Must have access to reliable and secure computer and internet connection.
• 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 and ergonomically appropriate.
   

Compensation: Budgeted Salary Range: $72,000-$75,000 per year.

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.).

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About Pitzer College

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.

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