The Business Affairs/HR Coordinator (Coordinator) will provide high-level administrative support that varies in complexity to the Vice President, Chief Operations Officer, and Treasurer (Vice President) and the Assistant Vice President for Human Resources (AVPHR), including serving as a key point of contact for internal and external customers. The Coordinator interacts with a broad array of colleagues, which may include members of the President’s Cabinet, faculty, staff, students, alumni, applicants, The Claremont Colleges Services (TCCS), and other Claremont Colleges.
Duties are varied and confidential in nature and responsibilities include day-to-day management of the Vice President’s calendar and activities to ensure high value time utilization of the Vice President in relationship to external and internal requirements. Brief/update the Vice President on upcoming meetings and ongoing obligations. Serve as the Vice President’s primary coordinator and liaison for external relations, responds to requests, and collaborates on Business Affairs activities and initiatives. The Coordinator also supports the AVPHR with calendar/appointments, HR communications, record management/retention, HR administrative responsibilities and projects, and actively participates in all HR department meetings.
The ideal individual will be proactive and anticipatory in approach, possess excellent judgment in a variety of situations, demonstrate superior written and verbal communication skills, have a high attention to detail, exemplify an energetic, poised, and positive demeanor, and demonstrate the ability to balance multiple priorities. The position requires the capacity to manage multiple priorities and work well in a diverse, fast-paced, team environment. As a representative of Business Affairs and Human Resources, the successful candidate also must maintain the highest level of confidentiality and diplomacy regarding all matters.
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.”
SUMMARY OF DUTIES AND RESPONSIBILITIES
Support for the Vice President, Chief Operations Officer and Treasurer - 30%
Manage the Vice President’s calendar, and coordinate meetings with members of the President’s Cabinet, Trustees, the Business Affairs Leadership Team (BOLT), other internal and external customers. Plan, coordinate, and ensure that the Vice President’s schedule is thoughtfully and effectively constructed with an eye to supporting expressed priorities. Provide a “gatekeeper” and “gateway” role, creating win-win situations for access to the Vice President’s time and attention.
Greet visitors to the Vice President’s office; screen and respond to inquiries and have primary responsibility for answering the Vice President’s calls, taking messages, and referring callers to other staff and offices as appropriate. Support effective management of the BAO office by assisting the Vice President with specified tasks, including interfacing with vendors, contractors, and others. Provide a bridge for smooth communication between the Vice President and internal teams; demonstrating leadership to maintain credibility, trust, and support with staff.
Prepare the Vice President for meetings by providing preparatory information. Research, prioritize, and manage responses to incoming correspondence and requests. Manage multifaceted program logistics and calendars for meetings and conferences, including arranging travel and catering and setting up and breaking down meeting rooms for the President’s and COO’s meetings.
Frequently compose, proofread, and finalize complex correspondence, documents, meeting minutes, reports, and board meeting materials, using experience and judgment.
Perform administrative duties such as distribute department mail, prepare purchase card statements and receipts for review, and make travel arrangements as needed.
Assist with other duties and special projects as assigned by the Vice President.
Support the Assistant Vice President for Human Resources - 70%
Support management of the AVPHR’s calendar, and coordinate meetings with members of the President’s Cabinet, Business Affairs Leadership Team (BOLT), and internal and external customers. Provide assistance with scheduling meetings, such as candidate interviews, new hire orientation appointments, employee relation meetings, and exit interview meetings, as required.
Perform administrative duties such as track completion of acknowledgments for annual policies, performance reviews, required HR training; order and organize department supplies as needed.; process department invoices into the system for approval; and provide support to track monthly budget expenditures.
Oversee all HR personal files and HR data record retention. Maintain and safeguard confidential information retained in employee personnel files by following appropriate protocols.
Support routine department communications such as monthly payroll reminders, hire/term/change in status notifications, etc. Respond to requests for employment verifications of faculty, staff, and student employees.
Serve as back up to greet visitors to the Office of Human Resources; screen and respond to general email inquiries and forward to appropriate HR team members.
Deliver and/or pick up mail between the College and TCCS, assist with mail distribution, and process special mailings as needed.
Coordinate HR services such as hiring agency temporary employees, processing payment of the College Rideshare program.
Work collaboratively with staff members in Human Resources and participate in HR departmental staff meetings. Coordinate team agenda and serve as department scribe for meetings.
Provide support for HR projects and initiatives under the direction of the AVPHR.
Assist with other duties and special projects as assigned by the AVPHR.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
Proficient with word processing software (MS Word) and experienced in using various other software and spreadsheet programs; skilled in entering data accurately.
Strong skills in Excel including the ability to navigate complicated spreadsheets with a high degree of accuracy.
Excellent oral and written communication skills; ability to write legibly, spell accurately and proofread documents. Bilingual ability (English/Spanish) is desirable.
Strong organizational skills with attention to detail, accuracy, protocol, and a commitment to high quality work.
Ability to compose written correspondence and reports from source and semi-finished materials. Familiarity with financial documents and previous exposure to the operational activities of an organization (e.g., HR, Finance).
Excellent interpersonal skills and the ability to build relationships with colleagues, including board members, faculty, staff, students, applicants, and external guests/visitors.
Self-starter; highly motivated and resourceful team-player able to manage multiple projects and conflicting priorities under deadline in a fast-paced environment.
Highly organized with the ability to handle confidential material with discretion. Ability to represent the departments professionally, maintaining confidentiality and handling sensitive matters with discretion and diplomacy.
Strong judgment; able to think and work independently, multi-task, prioritize, and follow through to effectively manage workflow.
REQUIRED QUALIFICATIONS AND EXPERIENCE
Education and Experience:
Graduation from high school plus two or more years of college or business school equal to at least two years of college; or a combination of education, training and relevant experience that provides the required knowledge, skills, and abilities of the position.
Experience: Three to five years of increasingly responsible related experience, preferably in an academic institution.
Experience with Workday and Kronos Time and Attendance system.
Experience in higher education or a non-profit organization.
Possess and maintain a business or human resource certification.
Licenses and Certifications
Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.
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 accommodations may be made to enable individuals with disabilities to perform the essential functions.
Hours: The regular hours are 8:00 a.m. to 5:00 p.m., Monday – Friday. Hours may vary due to the needs of the department or College. This job is an on-campus job, not eligible for telecommuting.
Classification: This is a non-exempt, full-time, benefits-eligible position.
Reporting: This position co-reports to the Vice President, COO and Treasurer and the Assistant Vice President for Human Resources.
Employment Category: Regular, full-time
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 and provide proof of vaccination, 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.
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