Job Details

Administrator for the Hixon Center for Climate and the Environment

Position Number: 6300965
Location: Claremont, CA
Position Type: Agriculture - Environmental Science, Ecology & Forestry

Administrator for the Hixon Center for Climate and the Environment
Harvey Mudd College

Full Time
REQ-7300

NOTE TO APPLICANT: Some positions require a resume, cover letter and/or other documents to be submitted with your application. Please submit these as one attachment in the My Experience section of the application under the "resume/CV" upload section. Once you submit your application, you will not be able to attach additional documents.

Job Posting Title:
Administrator for the Hixon Center for Climate and the Environment

Job Description:

Administrator for the Hixon Center for Climate and the Environment

POSITION SUMMARY:

The Administrator for the Hixon Center for Climate and the Environment (Administrator) is responsible for providing a broad range of high-level, day-to-day administrative support to the Director and the other faculty members who teach and maintain active scholarship within the Center, including coordinating a regular conference and managing the administration of the Emphasis in Environmental Analysis for HMC students. Reporting directly to the Director, the Administrator must quickly gain a solid understanding of and appreciation for the overall work of the department and its wide-ranging needs. The Administrator's work requires planning, attention to detail, and importantly, initiative. The Administrator must be able to manage multiple projects simultaneously and respond effectively to requests both from the Director and other Center members. In addition, the Administrator often serves as the "face" of the Center to others in the HMC community and to those unaffiliated with the college, and therefore interacts frequently with students, faculty, and staff at HMC and the other Claremont Colleges, and with outside vendors, visitors, and others.

The Administrator must be highly organized, proactive, professional, independent, and goal oriented. Strong written and verbal communications skills are essential for success in this position. A knowledge of basic accounting principles is strongly preferred. Familiarity with software used by the college including Workday, Microsoft Office, and Google Workspace is also strongly preferred. The Administrator must have the work ethic, integrity, and temperament to professionally manage their work and interactions in a high-energy, diverse, and visible organization. The Administrator is expected to be able to work with limited supervision within the department office, exercising sound judgment and discretion.

DUTIES AND RESPONSIBILITIES:

The Administrator is expected to exercise independent judgment in leading the planning and execution of meetings, conferences, retreats, and special events sponsored by the department following general direction and in close collaboration with departmental leadership. This may include preparing email announcements; making travel and hotel arrangements; purchasing special supplies; arranging for catering; processing reimbursements, honoraria, and registration fees; and communicating with other campus departments or off-campus vendors for refreshments and room set-ups. The coordinator will take a leading role in organizing a biennial conference on climate education on behalf of the center.
Administer and manage the HMC Emphasis in Environmental Analysis by enrolling students in the program, managing the directory of EEA advisors and students, scheduling regularized events and checkpoints for the program, and reviewing student log files for completion of the program upon graduation.
Interview, hire, and, when appropriate, supervise the work of the department's student employees. Process and maintain employment and payroll paperwork for all students working in the department, including research assistants, and tutors, and graders. Arrange with Facilities and Maintenance any special training needed for student employees, such as emergency protocols and safety.
Serve as the liaison for the Center in coordinating activities with employees of other departments (especially Facilities and Maintenance, Division of Campus Operations, Advancement, Dining Services, the Dean of Faculty's office, and Claremont University Consortium).
Work with new faculty and the Department of Computing and Information Services to coordinate the setting up of computer equipment and accounts, and the provision of training on the college's email and other systems. Assist in orienting new faculty members to college policies and procedures and help with their set-up needs.
Provide basic and initial assistance to students with questions about classes, registration, permissions, etc., using established guidelines (information in course catalogues, departmental and college documents, and established policies and procedures); direct students to appropriate faculty or staff members for further assistance.
Provide administrative support in connection with the recruiting process for tenure track and non-tenure track faculty positions. Coordinate visits for job candidates, including travel, accommodations, meals, and meetings. Prepare advance schedules for candidates as needed.
Perform tasks associated with the opening and closing of each semester (such as readying offices for new faculty, overseeing key distribution and return, updating departmental email lists, updating department signage and plaques, and other tasks).
Coordinate equipment maintenance with the appropriate department or outside vendor and follow through all needed repairs and orders to completion. Organize and coordinate the workflow for office renovations when needed.
In partnership with the Director, the Administrator will manage the drafting, editing, formatting, and quality review of departmental communications and publications including correspondence, course listings, advising materials, and website content, ensuring clarity, accuracy, and alignment with institutional standards. This work requires strong writing skills, meticulous attention to detail, and sound professional judgment.
Track budgets and grant accounts of the department and department faculty. Prepare check requests, maintain and reconcile department credit and purchase cards. Review transactions for reasonableness; reconcile accounts and notify the Director of unusual activity or questionable transactions; provide accounting reports as needed. Set up department vendors and coordinate vendor contracts. Maintain department records of all income and expenditures so that they can be reconciled with college financial and budget records. Work with the Director to close out accounts at the end of the fiscal year and set up for the beginning of each new fiscal year.
Greet visitors and respond to inquiries on matters related to the Center, accurately and professionally representing the Center to others. When necessary, meet workers delivering items or providing service to the department.
Provide general administrative and office support, attend to room scheduling for the department, order supplies and equipment as needed. Organize and maintain department files, including public, departmental, and confidential documents whether in electronic or physical form; maintain security of confidential records according to Computing and Information Services security guidelines.
Periodically (such as in the morning and before leaving for the day) check that Center spaces are neat and presentable. Notify custodial staff of cleaning and trash disposal needs. Maintain department bulletin boards and the digital sign.
Run errands off campus as needed to purchase supplies, for postal services, and for external banking needs. Visit other Claremont Colleges and Claremont University Consortium services when needed to meet with staff, pick up items, or deliver items.
Determine procedures for own work, including for tracking and regularly communicating about the status of ongoing projects.
Perform other related duties and projects as assigned.

REQUIRED QUALIFICATIONS

Education and Experience:

Education: Bachelor's Degree, or an equivalent combination of relevant experience and education.

Experience: Three to five years of increasingly responsible high-level administrative experience, preferably in a higher education or nonprofit institution that includes managing a variety of assignments in varying degrees of complexity with efficiency and thoroughness. Experience should include providing direct support to a mid-to-upper-level manager of an organization or business unit.

Knowledge, Skills, and Abilities:

A positive attitude, strong work ethic, and a high degree of personal integrity.

Demonstrated ability to communicate clearly and concisely, orally and in writing, with a strong knowledge of proper formats, grammar, and punctuation, as well as the ability to edit, proofread and ensure a high degree of quality control. Intermediate or stronger proficiency and skills in a variety of computer programs including Word, Excel PowerPoint, and the suite of tools in Google Workspace. Willingness to learn new software as needed.

Demonstrated ability to compose/draft original written correspondence and documents, such as reports, memos, agendas, and letters.

Knowledge of office management methods, procedures and techniques that includes financial record-keeping, budgeting and purchasing procedures.

Demonstrated strong organizational, project management, time management, and multi-tasking skills, with the ability to meet deadlines in a busy, high-paced environment, while always exercising a high degree of independent judgment, tact and discretion.

Strong interpersonal skills that include courtesy, patience, flexibility, professionalism, and the ability to remain calm in challenging and difficult situations.

Ability to work collaboratively and creatively and to contribute to the success of individual projects and the overall success of the Center.

Strong strategic, analytic, problem solving, critical thinking and research skills, with a proven ability to overcome obstacles, find creative solutions, and make thoughtful decisions. Ability to learn quickly and adapt to the climate and culture of the campus, while also developing a thorough knowledge of procedures, policies, and processes.

Ability to work with a broad and diverse campus community.

Remote Work Eligibility:

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 B as defined in the College's Remote Work Policy, with occasional ad-hoc remote work flexibility (as needed). Upon approval by the area Leadership group and HR, while this position is not eligible for standard remote work days during the academic year, the person in this role may work up to 1 remote work day per week during the non-academic year. Please note these days may vary depending on departmental and College needs. 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 this position will generally be from 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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hours:

Regular office hours are 8:00 a.m. to 5:00 p.m. However, days and hours may vary due to the needs of the department or the College.

Classification:

This is an exempt, full-time, benefits-eligible position.

Salary:
The anticipated starting salary is $68,640 annually. Salary will be commensurate with qualifications and experience.

Reports To:

This position reports to the Director of the Hixon Center for Climate and the Environment.

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.

To apply, visit https://theclaremontcolleges.wd1.myworkdayjobs.com/en-US/HMC_Careers/job/Scott-A-McGregor-Computer-Science-Center/Administrator-for-the-Hixon-Center-for-Climate-and-the-Environment_REQ-7300