Student Job Opportunities
Reports to: Chief of Staff
Status: Hourly, Non-exempt, full-time
Purpose of the Position
The Office Coordinator has the responsibility of ensuring that the administrative office of Claremont Lincoln University runs smoothly and efficiently; that callers, students, and other guests are greeted with courtesy and respect, and have their needs met with professionalism and accuracy; and recognizing that the office coordinator is an important member of the Claremont Lincoln University team.
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.
- Greets employees, visitors, guests in person or via telephone for the purpose of providing information, taking messages, and/or directing to appropriate personnel;
- Uses a range of software, including email, spreadsheets and databases;
- Responds to inquiries from a variety of parties for the purpose of providing information, facilitating communication among parties, and/or providing direction;
- Event coordination and attendance;
- Stewardship project management such as mass mailings, holiday gifts acquisition, donor/staff birthday acknowledgement, etc.;
- Performs general clerical functions for the purpose of supporting office operations;
- Prepare materials for reference and/or for meetings as needed;
- Assists with preparing office expenditure invoices for payment, including company credit card reconciliations of the President and Executive Vice President/COO
- Maintains inventory of supplies and materials for the purpose of ensuring items’ availability; acquires needed materials within allotted budget therefor;
- Coordinates mailings of promotional materials;
- Assists with making travel arrangements and accommodations for Board of Directors and leadership team as needed;
- Maintains the master calendar;
- Maintains calendar of Conference Room and Board Room use and fields reservations therefor;
- Maintains a professional and tidy appearance of the Board and Conference Rooms before and after use;
- Maintains the condition of the office and arranges for necessary repairs through the property manager; and Maintains reception area for the purpose of providing a welcoming environment for visitors.
Minimum Education and Experience
- Completion of high school or equivalent; university or college degree an asset;
- Five years’ experience working in an administrative support capacity; higher education experience preferred;
- Excellent organizational, time-management, and planning skills;
- Must possess required knowledge and skills to be able to demonstrate that the essential functions of the job can be performed;
Knowledge, Skills, Abilities:
- Understand the philosophy and mission of Claremont Lincoln University.
- Demonstrate high degree of professionalism and independence, and exercises discretion and confidentiality with a wide variety of complex issues.
- Possess strong oral, written, and interpersonal communications skills, proficient knowledge of MS Office (Word, Excel, PowerPoint).
- Must be able to work in an environment of constant demands and frequent interruptions, with an ability to perform repetitive tasks with accuracy and professional presentation.
- Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
- Willingness to become a Notary.
- May be required to work evenings or weekends on occasion.
Claremont Lincoln University is an Affirmative Action/Equal Opportunity Employer.
Please send resumes to
Claremont Lincoln University
Human Resources Office
1325 N. College Ave.
Claremont, CA 91711