Administrative Assistant to the Assistant Vice President of Development Office of College Advancemen
Harvey Mudd College
Location: Claremont, California
Higher Education Institution
The Administrative Assistant to the Assistant Vice President of Development (Administrative Assistant) is responsible for providing a broad range of high-level, day-to-day administrative support to the Assistant Vice President of Development (AVP) and general operational management for the Office of College Advancement (OCA). Reporting directly to the AVP, the Administrative Assistant must quickly gain a solid understanding of and appreciation for the overall work of the OCA and, specifically, the work of the AVP.
The Administrative Assistant must be highly organized, proactive, dynamic, professional, and goal-oriented, and have strong written and verbal communications skills coupled with a keen sense of courtesy, tact, and discretion. The Administrative Assistant must have the work ethic, integrity, and temperament to professionally manage his/her work and interactions in a high-energy, diverse, and highly visible organization. The Administrative Assistant is expected to be able to work with limited supervision within the Advancement Office, exercising sound judgment and discretion.
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:
Provide high-level administrative support for the Assistant Vice President of Development. Act as a liaison and point of contact for the Development team on behalf of the AVP. Provide support for the daily operations of the Office of College Advancement.
Respond to inquiries and interface with HMC stakeholders. Provide information to individuals in a timely manner and act as a representative of the Advancement Office.
Strategically manage the AVP’s calendar to ensure that meetings are scheduled effectively, the necessary steps can be taken to meet deadlines, and that time is allocated to complete projects on time. Coordinate recurring meetings for the AVP with Development staff members, Advancement Leadership team members, and academic campus partners.
Facilitate work-related travel arrangements for the AVP, including meetings with donors, perspective donors, trustees, alumni, and parents. Collaborate with the AVP to create itineraries and materials that are strategically tailored for each trip. Document call reports from the AVP once the visits are complete. Coordinate any additional follow-up meetings or tasks identified post-trip.
Assist with the hiring and onboarding process for new Development staff members. Schedule interviews and reference calls on behalf of the AVP as hiring manager. Facilitate the onboarding process and training schedule for the new hire. Act as a point of contact for new hire to support their transition to HMC.
Collaborate with OCA team on various projects and process improvement initiatives. Analyze current practices and procedures and make recommendations for changes or new approaches for these tasks.
Oversee the Development budget and manage the AVP’s budget. Track expenditures, process invoices, and submit purchase card reconciliations on behalf of the AVP of Development.
Process donations submitted to the college. Partner with the Advancement Services to ensure gifts are logged according to the donor’s intentions.
Facilitate the reviewal process of the Gift Acknowledgement letters and Presidential Bequest thank you letters. Send acknowledgement letters to donors to thank them for their contributions to the College.
Provide staffing support for on-campus events such as the Donor Scholarship Luncheon, Alumni Weekend, Family Weekend, and other events.
Perform other duties as assigned.
Required Knowledge, Skills and Abilities:
Positive attitude and strong work ethic, possessing a high degree of personal integrity.
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.
Possesses strong interpersonal skills that include courtesy, patience, flexibility, professionalism, and the ability to remain calm and poised 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 division.
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, preferably in an academic setting that includes administrators, faculty, students and staff.
Ability to work directly with an external consumer-based constituency, preferably in a higher education or nonprofit setting that includes alumni, donors, board members and volunteers.
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 and PowerPoint.
Demonstrated ability to compose/draft original writ?ten correspondence and documents such as policy documents, reports, memos, agendas and letters.
Knowledge of office management methods, procedures and techniques that includes financial record?keeping, budgeting and purchasing procedures.
Education: Bachelor’s Degree
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.
Licenses/Certifications: Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.
Knowledge of Raiser’s Edge and/or NXT
Experience in a fundraising environment or knowledge of fundraising principles
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. ?
The regular hours are 8:00 a.m. to 5:00 p.m., Monday – Friday, though occasional weekend and evening work may be required. Hours may vary due to the needs of the department or College.
This is a non-exempt, full-time, benefits-eligible position.
The anticipated starting salary is $25.00 – 27.40/hour. Salary will be commensurate with qualifications and experience.
Reports to the Assistant Vice President of Development.
Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information on 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, including the COVID-19 vaccine booster and provide proof of vaccination and booster, 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; 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.