ABOUT THE POSITION:
The Administrative Assistant provides comprehensive administrative support to the Student Disability Resource Center (SDRC), acting as a key point of contact for students, staff, and external partners. The position involves coordinating communications, scheduling meetings and events, and maintaining organized records to support daily operations and ensure efficient workflow across the department.
In addition to core administrative responsibilities, the role contributes to student support services by assisting with accommodated testing, supporting departmental communications, and helping track projects and deadlines. The position requires strong attention to detail, professionalism, and the ability to manage multiple priorities while maintaining compliance with institutional policies and applicable regulations.
Priority Deadline: The deadline for first consideration is July 13, 2026.
ESSENTIAL FUNCTIONS
Primary point of contact for internal and external stakeholders, responding to inquiries professionally and in a timely manner via phone, email, and in person.
Process departmental charge reconciliations and prepare payment requests in accordance with institutional financial policies and procedures.
Coordinate meeting and event scheduling, maintain regular communications, and manage related records and documentation.
Attend Student Affairs administrative meetings and other meetings as required.
Document meeting discussions, decisions, and action items for SDRC meetings involving internal and external stakeholders.
Manage and maintain office inventory and supplies to ensure operational efficiency.
Support accommodated testing by assisting with the administration, handling, and collection of examination materials in compliance with established testing protocols.
Assist with departmental communications, including updating website content, creating flyers and social media posts, and drafting emails and other written materials.
Support departmental projects by tracking deadlines, compiling information, and assisting with data entry, reporting, and related administrative tasks.
Maintain organized electronic and/or physical filing systems, ensuring records are accurate, current, and accessible in accordance with departmental and institutional guidelines.
Maintain accurate and organized records in compliance with institutional policies, FERPA, ADA, and other applicable regulations.
Perform other related duties as assigned.
QUALIFICATIONS
Unless otherwise stated, the following qualifications are required to perform the essential functions of this position, or the individual must demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed below.
Education/Training:
A high school diploma or equivalent.
Experience:
One year of administrative assistant, clerical or front office experience.
Competencies:
Knowledge of customer service techniques for public contact in person and on the telephone.
Knowledge of basic recordkeeping procedures.
Understanding of FERPA and ADA regulations.
Exercise judgement and discretion.
Communicate effectively orally and in writing and follow written and oral instructions in English.
Able to give clear and concise instructions in English.
Meet and deal with the public in a tactful and courteous manner while enforcing examination rules and procedures.
Able to keep information confidential.
Learn general and specialized software applications.
Punctuality, dependability, and flexibility.
Attention to detail.
Able to use basic functions of Microsoft Word, Outlook, web-based databases (e.g., AIM) and an online timekeeping system. Able to learn new computer technology as needed.
Ability to interact positively with a diverse community of coworkers, students, faculty, and other staff.
Ability to learn new duties and procedures for enhancements and changes to services and products offered.
Dexterity to manipulate paper, hardcopy files, writing instruments, computer keyboard, copiers, telephone, and other typical office equipment.
Awareness of and sensitivity to racial, cultural, religious, gender, and sexual orientation diversity.
Physical Requirements:
This position requires the ability to perform physically demanding work on a continuous basis and involves prolonged standing and walking, frequent movement into varying body positions, and regular climbing of ladders, stairs, scaffolding, or similar structures.
The role routinely requires lifting, carrying, pushing, and pulling materials, equipment, and objects weighing up to 25 pounds, as well as working in indoor and occasionally outdoor and noisy environments.
Employees must communicate effectively in person and by phone or other devices, read and interpret printed or electronic materials, and constantly perform computer-based work requiring repetitive hand and wrist movement.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
Work Schedule: The regular hours for this full-time position are 40 hours scheduled from 7:30 a.m. to 4:30 p.m., Monday through Friday for 12 months annually. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to the needs of the organization or business unit.
COMPENSATION
Pay: The pay rate for this position is competitive and commensurate with the duties, responsibilities, and qualifications required for the position, between $22 - $24.50 per hour.
Benefits: This position is eligible for our employment benefits package including:
medical, dental, vision,
10% retirement contributions after one year (no matching required),
group life insurance,
generous time off,
professional development funds,
discounts for mobile plans, software, and entertainment,
access to fitness facilities,
and more!
Disclaimer:
This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, The Claremont Colleges Services will review this job description and make changes of business necessity.TCCS reserves the right to modify job duties or assign additional duties as needed.
ADA/OSHA:
This job description defines the essential job duties of this position. The Claremont Colleges Services expects that employees hired for this position can perform the essential functions of this 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 (ADA) and the Occupational Safety and Health Administration (OSHA).
Equal Opportunity Employer:
TCCS is an equal opportunity employer. TCCS managers make employment decisions on the basis of merit, with the aim of having the best available person in every job. TCCS prohibits discrimination based on all characteristics protected by federal, state, or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of these characteristics. All such discrimination is unlawful.