Apr 12, 2022

Executive Assistant to the Vice President, Chief Operating Officer

  • Harvey Mudd College
  • Claremont, CA, USA
Full-Time Administration Other administration

Job Description

EXECUTIVE ASSISTANT TO THE VICE PRESIDENT, CHIEF OPERATING OFFICER AND TREASURER

POSITION SUMMARY

The Executive Assistant to the Vice President, Chief Operating Officer (EACOO) will provide a variety of complex and high-level administrative support, reporting to the Vice President, Chief Operations Officer (COO). Key responsibilities include serving as the liaison for the COO for internal and external requests; managing the COO calendar and appointments; and collaborating on special projects and strategic initiatives.

The EACOO interacts with a variety of stakeholders, which may include members of the President’s Cabinet, faculty, staff, students, alumni, trustees, The Claremont Colleges Services (TCCS), and others. As a representative of the Business Affairs Office (BAO), the successful candidate will maintain the highest level of confidentiality and diplomacy regarding all matters. The EACOO will be proactive and anticipatory in approach, possess excellent judgment in a variety of challenging situations, demonstrate effective 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 work well in a diverse, fast paced, and collaborative team environment.

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

Administrative

  • Serve as the liaison for the COO for internal and external requests. Research, prioritize, and manage responses to incoming correspondence and requests.
  • Oversee and manage requests for College-issued purchase cards, issue guidance to departments regarding proper use of purchase cards.
  • Process invoices and cash receipts into Workday for approval.
  • Collect and distribute department mail.
  • Prepare COO purchase card statements and receipts for review, and make travel arrangements for COO as needed.
  • Serve as backup for various administrative BAO functions, upon the direction of the COO.
  • Prepare updates to the BAO website and organizational chart.
  • Partner with the Office of Financial Affairs staff to deliver and/or pick up mail between colleges and TCCS.
  • Service as backup for BAO notary needs, including maintaining notary license.

 Projects, Investigations and Other

  • Support and partner with the COO on special projects and strategic initiatives.
  • As directed by the COO, analyze current BAO practices and procedures; conduct research; recommend changes or new approaches.
  • As directed by the COO, conduct investigations regarding fraud, Title IX or other types of investigations.
  • Proof/edit documents for COO.
  • Assist with other duties and special projects as assigned by COO.

 REQUIRED QUALIFICATIONS

 Required Education and Experience:

  • Bachelor’s degree in Business, Management, Communication, or related field; or a combination of education, training and relevant experience that provides the required knowledge, skills, and abilities of the position.
  • Experience: At least two years of related experience.

Required Knowledge, Skills and Abilities:

  • Excellent interpersonal skills and the ability to build relationships with colleagues, including board members, faculty, staff, students, applicants, and external guests/visitors.
  • Discretion and the ability to represent the department professionally, maintaining confidentiality and handling sensitive matters with diplomacy.
  • Strong organizational skills with attention to detail, accuracy, protocol, and a commitment to high quality work.
  • Excellent  verbal and written communication skills with ability to communicate clearly and concisely
  • Strong analytical ability. 
  • Self-starter; highly motivated and resourceful team-player able to manage multiple projects and conflicting priorities in a fast-paced environment.
  • Strong judgment; able to think and work independently, multi-task, prioritize, and follow through to effectively manage workflow.
  • Technically adept with using MS Office products, Google Documents/SharePoint, and navigate spreadsheets with a high degree of accuracy.

PREFERRED QUALIFICATIONS

  • Experience in higher education or a non-profit organization.
  • Advanced skills in Excel.

 LICENSES AND CERTIFICATIONS

  • Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.
  • Ability to secure and maintain California Notary certification

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.

Other

Hours:  

The regular hours are typically 8:00 a.m. to 5:00 p.m. Monday – Friday. However, hours may vary due to the needs of the department or College. The essential function of this job requires work to be performed on campus.

Classification: 

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

Reports To: 

This position reports to the Vice President, COO/Treasurer.

APPLICATION PROCESS

Application Procedures: 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 vaccinations and booster, unless a medical or religious exemption has been granted. 

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.

 This is an on-premise job and is not eligible for remote work.

 April 12, 2022

States

CA

Security Clearance

NO Security Clearance

Apply Now