Job Opportunities



Administrative Assistant for Business and Finance

Purpose of the Position

Provides high-level, independent, administrative support and oversight for a broad range of activities in support of the business and finance unit of Claremont Lincoln University, with the goal of relieving the management of many routine matters and maximizing the efficiency and effectiveness of the business and finance unit. The incumbent must exercise a high degree of judgment, confidentiality, discretion and tact in all communications and interactions, possess excellent written and verbal communication skills, and effectively manage diverse administrative task, projects and responsibilities.

Responsibilities

All responsibilities are presumed to reflect the effective implementation of best practices. Technology will be leveraged as an enabler whenever practical. Internal controls will be installed to ensure that all activities comply with acknowledged standards of fiduciary due care, non-conflicts of interest and confidentiality.

  • Performs general office duties; manages and maintains business office files, reports and correspondence; and prepares materials for reference and/or for meetings as needed.
  • Anticipates and advises members of the business office management team on problems and critical issues as they arise.
  • Provides back-up support to the offices of the President and Senior Executive Vice President as needed.
  • Oversees and tracks expenses and special projects.
  • Review and edit written messages and documents composed by members of the unit; compose appropriate announcements, for both email and hardcopy distribution.
  • Presents information and prepares summary reports for appropriate constituencies.
  • Answer phones and routes calls as necessary.
  • Provides data entry support with AP invoicing, journal entries, and spreadsheet reports;
  • Maintains current AP files;
  • Assists with bank statement reconciliation;
  • Makes routine bank deposits as needed;
  • Oversees corporate credit card reconciliation and approvals;
  • Manages candidate information from employment searches including routine follow-up communiques;
  • Sets up and maintains independent contractor files, including timely preparation of routine check requests in accordance with terms of contracts;
  • Sets up personnel files with necessary forms in preparation for new hires;
  • Assembly of materials for meetings of the Board of Directors;
  • Performs other duties as assigned.

Qualifications

Minimum Education and Experience:

  • BA/BS degree is preferred. Advanced degree highly desirable.
  • Minimum of five-seven years of administrative work, preferably within higher education or other relevant management experience; evidence of progressive levels of responsibility essential, experience in supporting senior managerial a plus, experience at executive level highly desirable.=

Knowledge, Skills, Abilities:

  • Must possess required knowledge and skills to be able to demonstrate that the essential functions of the job can be performed.
  • Understands the philosophy and mission of Claremont Lincoln University.
  • Demonstrates high degree of professionalism and independence, and exercises discretion and confidentiality with a wide variety of complex issues.
  • Possesses exceptional oral, written and interpersonal communications skills. Able to demonstrate skill in written communication.
  • Maintains high level of effectiveness in different situations with varying people, tasks and responsibilities in culturally diverse environment.
  • Demonstrates ability to take initiative and follow-through, attention to details and well organized.
  • Demonstrates experience in handling demands and requirements of senior-level or executive management in higher education; able to deal with multiple issues simultaneously.
  • Maintains effective working relationship with members of the academic affairs unit.
  • Possesses strong working knowledge of MS Office (Word, Excel, Power Point, some proficiency with database system), able to demonstrate proficiency with office systems
  • May be required to work evenings or weekends on occasion.

Claremont Lincoln University is an equal opportunity employer.

This position will remain open until filled. To apply, please submit resume and cover letter to hr@claremontlincoln.org.


Administrative Assistant for Academic Affairs

Purpose of the Position

Provides high-level, independent, administrative support and oversight for a broad range of activities in support of the academic affairs unit of Claremont Lincoln University, with the goal of relieving the management of many routine matters and maximizing the efficiency and effectiveness of the academic affairs unit. The incumbent must exercise a high degree of judgment, confidentiality, discretion and tact in all communications and interactions, possess excellent written and verbal communication skills, and effectively manage diverse administrative task, projects and responsibilities.

Responsibilities

All responsibilities are presumed to reflect the effective implementation of best practices. Technology will be leveraged as an enabler whenever practical. Internal controls will be installed to ensure that all activities comply with acknowledged standards of fiduciary due care, non-conflicts of interest and confidentiality.

  • Serves as the main point of contact for academic affairs and provides a welcoming and responsive office unit.
  • Performs general office duties; manages and maintains academic affairs office files, reports and correspondence; and prepares materials for reference and/or for meetings as needed.
  • Anticipates and advises members of the academic affairs management team on problems and critical issues as they arise.
  • Oversees and tracks expenses and special projects.
  • Manages meeting logistics including venue selection, catering, and preparing program materials.
  • Review and edit written messages and documents composed by members of the unit; compose appropriate announcements, for both email and hardcopy distribution.
  • Take notes at selected meetings and prepare minutes therefrom.
  • Makes travel and hotel accommodations for the unit as needed.
  • Presents information and prepares summary reports for appropriate constituencies.
  • Manages complex calendars, arranges and schedule appointments and other meetings for the unit, including screening, interviewing callers/visitors and making appropriate referrals.
  • Answer phones and routes calls as necessary.
  • Performs other duties as assigned.

Qualifications

Minimum Education and Experience:

  • BA/BS degree is preferred. Advanced degree highly desirable.
  • Minimum of five-seven years of administrative work, preferably within higher education or other relevant management experience; evidence of progressive levels of responsibility essential, experience in supporting senior managerial a plus, experience at executive level highly desirable.

Knowledge, Skills, Abilities:

  • Must possess required knowledge and skills to be able to demonstrate that the essential functions of the job can be performed.
  • Understands the philosophy and mission of Claremont Lincoln University.
  • Demonstrates high degree of professionalism and independence, and exercises discretion and confidentiality with a wide variety of complex issues.
  • Possesses exceptional oral, written and interpersonal communications skills. Able to demonstrate skill in written communication.
  • Maintains high level of effectiveness in different situations with varying people, tasks and responsibilities in culturally diverse environment.
  • Demonstrates ability to take initiative and follow-through, attention to details and well organized.
  • Demonstrates experience in handling demands and requirements of senior-level or executive management in higher education; able to deal with multiple issues simultaneously.
  • Maintains effective working relationship with members of the academic affairs unit.
  • Possesses strong working knowledge of MS Office (Word, Excel, Power Point, some proficiency with database system), able to demonstrate proficiency with office systems
  • May be required to work evenings or weekends on occasion.

Claremont Lincoln University is an equal opportunity employer.

This position will remain open until filled. To apply, please submit resume and cover letter to hr@claremontlincoln.org.