Administrative and Events Coordinator

Administrative and Events Coordinator

The Claremont Colleges Services (TCCS) is the central coordinating and support organization for a highly regarded cluster of seven independent colleges known as The Claremont Colleges. TCCS, with about 300 staff members, provides exceptional shared services to 9,000 students, and almost 3,600 faculty and staff. TCCS staff work in both student-facing services as well as administrative and operational services. Our numerous departments are located throughout The Claremont Colleges campus in the beautiful city of Claremont, California.

The Administrative and Events Coordinator at the Claremont Colleges Services (TCCS) performs a broad range of secretarial, administrative, and technical assistance functions for an administrator; required to control the release of sensitive information and to exercise frequent independent judgment within the assigned areas of responsibility, with the latitude for initiating action on behalf of the supervisor under the general supervision of the Office of Black Student Affairs (OBSA) Dean and Associate Dean.

Oversee general operations of the office including bill paying, ordering and maintaining supplies and inventories. Assist in development and implementation of office procedures. Monitor office/building maintenance to ensure repairs are reported to proper offices and completed in a timely manner. Maintain office electronic files, databases, and listservs. Publicize office events and activities, creating notices to be distributed throughout The Claremont Colleges (TCC).

• Assist in the development and preparation of reports and budgets, and assist in the monitoring of budget expenditures, research variances and discrepancies, and recommend changes to budget accounts; prepare and process purchase orders and requisitions.
• Assist in maintaining Work Study documents and processes.
• Work closely with the OBSA team on tasks/projects required to keep efficient functioning of the Office, including timely follow-up with other assignments or information requested.
• Serve as an OBSA representative on TCC committees as assigned. Assist with special projects and carry out other duties as assigned.
• Under the general guidance of the Dean and Associate Dean, the AEC will plan and coordinate all arrangements and logistics for activities, programs, and large-scale events sponsored by the Office, such as the monthly social lunches, the annual Martin Luther King, Jr. commemoration, and the annual Black Graduation Celebration.
• Assist with coordinating training to student staff.
• Provide general support to TCCS contacts and the TCC community.
• Coordinate technical assistance to other staff in areas such as budget preparation, recordkeeping, editing, computer, and software usage.
• Coordinate activities and events for OBSA and arrange for ancillary services.
• Maintain updated knowledge and records of regulations and requirements applicable to assigned office; monitor transactions, programs, and services to ensure compliance.

• Monitor office/building maintenance to ensure that repairs to interior and exterior areas are reported to the proper offices and completed in a timely manner.
• Organize office systems; recommend policies, procedures, and program activities.
• Maintain calendars, schedule appointments, arrange committee meetings.
• Participate in office goal setting and committees as assigned.
• Maintain office records and data, type, edit, and format a variety of administrative materials; compose correspondence from general instructions; may take and transcribe dictation and prepare meeting minutes.
• Assist with the general operations of the OBSA office including sorting and distributing mail; answering phones; screening and routing calls and visitors; providing information to staff, students, and the public regarding OBSA programs and functions.
• Perform other related duties as assigned.

• A high school diploma or the equivalent.

• Two to four years experience in a role with similar administrative and/or event coordinating…