This position is responsible for providing top-level support to the Associate Vice President (AVP) of Public Affairs and Communications in functions involving the President, board of trustees, executive cabinet, senior administrative council and other campus leaders and stakeholders. The Public Affairs and Communications Coordinator is primarily responsible for overseeing administrative support for the Office of Public Affairs and Communications (PAC), and ensuring the smooth and adequate flow of information and tasks to facilitate seamless business operations.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
Reporting to the Associate Vice President of Public Affairs and Communications (AVP), the Public Affairs and Communications Coordinator performs or works independently yet collaboratively to perform the following essential duties and responsibilities:
Executive Support – 40%
Serves as the primary administrative liaison to the AVP coordinating a broad variety of administrative tasks including (but not limited to) , strategically managing an extremely active calendar of appointments; producing expense reports; composing and preparing correspondence that may be confidential.
Confirms scheduled appointments/meetings.
Tracks necessary meeting materials.
Responsible for hiring, training and managing student workers to ensure administrative needs of the office are covered at all times.
Ensures effective engagement of the AVP to College stakeholders and leaders by organizing a complex calendar of appointments, meetings, social engagements, and College and community functions with individuals and groups; diligently communicating with the AVP to stay abreast of upcoming commitments and responsibilities.
Provides the AVP with mission materials such as travel documents, agendas, and itineraries.
Communicates directly, on behalf of the AVP, with board members, executive cabinet, senior administrative council, and other important stakeholders on matters related to the AVP’s marketing and reporting initiatives.
Prioritizes requests, projects and conflicting needs placed upon the office; handles matters expeditiously, proactively, and follows-through on ad hoc projects to successful completion, often with deadline pressures.
Identifies, appraises, reviews and articulates matter of critical and urgent nature. Provides follow-up on these matter as designated by AVP and Executive Director to minimize legal risk and conflict and to ensure compliance with the College’s policies and procedures.
Assists the AVP and Executive Director in organizing executive outreach and external relations efforts; overseeing special projects as assigned.
Develops, interprets, implements, and evaluates policies, protocols, and procedures related to the operation of the office; develops new or modifies existing procedures as necessary.
Office Performance and Budgetary Management – 30%
Manages the PAC’s office budget; under the direction of the AVP and Executive Director, authorizes expenditures within established limits on contracts and freelancers. Tracks and monitors activity and analyzes variances.
Works with the Executive Director to prepare quarterly and annual office financial and workflow performance reports, annual budget projections and strategic planning.
Works with the Executive Director to develop and implement PAC office performance metrics.
Analyzes complex data to create effective visual presentations via dashboard project management and infographics.
Works with the Executive Director to ensure continual optimization across office procedures, policies, equipment and facilities plans to maximize productivity, internal communications and efficiency.
Manages the department’s daily operating hours schedule and assumes the role of point person when the AVP and Executive Director are unavailable.
Processes time and payroll records for department. Coordinate vacations and absences reporting.
Prepares agenda and minutes for staff meetings.
Communications, Partnerships, and Outreach – 30%
Assists in creation of content for website and print communications, social media, graphic design, photography and videography.
Serves as PAC liaison to offices planning major campus events as assigned.
Coordinates PAC participation in the College Safety Program. Serves as Building Safety coordinator for Public Affairs Department and attends Safety Committee Meetings.
Provides a bridge for smooth communication between the AVP and executive and board offices and internal departments; demonstrating leadership to maintain credibility, trust and support.
Represents Office of Public Affairs and Communications on selected College working groups/committees.
Ensures adherence to Claremont McKenna’s identity guidelines by internal and external constituents.
Other Essential Functions:
Performs other essential duties and tasks specific to the position.
Regular attendance is an essential function of this position.
Ability to take and follow directions.
Ability to work cooperatively with others.
Ability to receive and respond appropriately to constructive criticism.
Ability to display a positive attitude.
Ability to multitask.
EDUCATION: Bachelor's degree, preferably in Business Administration, Liberal Arts or related field or equivalent combination of education and experience is required.
EXPERIENCE: A minimum of 3 to 5 years of experience as an executive level Administrative Assistant and responsible for executive level outreach and external relations activities preferred.
2-3 years in a communications or public affairs or advancement department, performing similar duties and responsibilities preferred.
Experience preparing effective visual presentations and infographics is preferred.
Experience at a liberal arts academic institution is strongly preferred.
Experience developing and managing a departmental budget preferred.
LICENSES: A valid driver’s license is required to drive College-owned vehicles and the ability to be insured under the College’s authorized driver’s policy.
PHYSICAL REQUIREMENTS: None.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.
Ability to independently perform complex tasks and to prioritize multiple projects.
Exceptional verbal and written communication skills including editorial and proofreading skills, strong command of the English language (grammar and spelling).
Ability to represent both the office and the Associate Vice President with confidence, conviction, and professionalism.
Strong analytical and organizational skills with attention to detail and accuracy.
Ability to foster a collaborative and cooperative work environment.
Ability to effectively manage multiple high-priority tasks on deadline.
Ability to work in a fast paced environment.
Exceptional interpersonal skills and the ability to interact effectively with a wide range of constituents, many of whom are community members of affluence and influence, including senior leadership, faculty, staff, trustees and donor constituencies.
Ability to set a calm and professional tone.
Ability to work with highly confidential information and exercises discretion and good judgment at all times.
Willingness to see tasks to completion, sometimes necessitating working longer than normal hours or on weekends. Ability to work overtime as needed by the department.
Knowledge of and experience in accounting and budgetary procedures.
Excellent computer skills with proficiency /expertise in Microsoft Office Suite including applications of Word, Excel, Access, PowerPoint, e-mail and Internet research.
Ability to make formal presentations and comfortable speaking in public.
Ability to analyze and synthesize data; quantitative analytic skills highly desired.
HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday-Friday. Hours may vary and include night and weekends based on needs of the College or department.
CLASSIFICATION AND STATUS: This is a regular, full-time, benefits-eligible, non-exempt position.
IPEDS Category Job Code: 43-0000 Office and Administrative Support Occupations
Physical Requirements: Light (up to 20 lbs.)
SUPERVISORY RESPONSIBILITY: Supervises students.
GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times.
BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.
ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed 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 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).
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 College will review this job description and make changes of business necessity.
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.