Administrative Services Coordinator (Onsite)

Administrative Services Coordinator (Onsite)

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 a staff of 300, 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 Claremont Colleges Services seeks a dependable, congenital, and dynamic customer services professional for the position of Administrative Services Coordinator.

The Administrative Services Coordinator performs varied and complex administrative and clerical support functions independently using planning, attention to detail, tact, and initiative. Work is performed without close oversight and requires organizational knowledge and frequent independent judgement for minor administrative decisions.

This position is the first point-of-contact for guests to the main administrative building and actively shows a strong commitment to providing the best possible experience for guests and staff. This role represents the TCCS promise of customer service by offering high-level guest assistance while maintaining a friendly, professional atmosphere. This position greets and assists guests and staff, manages the overall appearance and function of the main lobby and meeting areas, assists with administrative tasks and projects as assigned, and provides full cycle event backup to the Executive Conference Center team. Specific duties include:
  • Perform administrative tasks for various departments such as calendar support, invoice process, purchase card reconciliation, etc.
  • Provide administrative support for members of the Senior Cabinet.
  • Greet all guests and proactively manage visitor and staff concerns.
  • Answer phones and ensure proper routing of guest and staff inquiries to the appropriate department.
  • Be knowledgeable regarding functions and staff of TCC departments and units to assure accurate and effective routing and to answer general inquiries.
  • Accompany guests to meeting rooms and common areas as needed.
  • Conduct quality sweeps of meeting spaces, lobby, and front desk station to ensure readiness and functionality of equipment.
  • Keep accurate log of access card and electric cart key distribution.
  • Contact service departments for facility maintenance needs.
  • Provide backup evening and weekend staffing support for the Executive Conference Center.
  • Correspond clearly and effectively with staff, guests, and Executive Conference Center clients by phone and email.
  • Assist with Executive Conference Center client intake and reservation scheduling.
  • Perform multiple tasks and administrative projects as assigned to meet established deadlines.
  • All assignments demand accuracy, attention to detail, and strong customer service skills.
  • Assist TCCS departments as needed as temporary back-fill or for special projects

Work Schedule : The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday through Friday. Will be required to work occasional weekends, evenings, and/or holidays. Regular hours may vary due to needs of the organization or business unit.

Vaccination : TCCS requires the COVID-19 vaccination as a condition of employment. New employees are required to present evidence of complete COVID-19 vaccination within 30 calendar days of hire, unless a medical or religious accommodation or exemption is requested and granted.


Pay : The hourly rate for this position is commensurate with the duties, responsibilities, and qualifications required for the position.

Benefits : We are delighted to offer a comprehensive employment benefits package including medical, dental, vision, 10% retirement contributions (no matching required), tuition benefits for employees and their dependents, group life insurance, generous time off, LinkedIn Learning, discounts for mobile plans, software, and entertainment, and access to fitness facilities and classes. For more information about our full range of generous benefits please visit . Benefits are subject to the terms and conditions in the plan or policy documents.


You have exceptional customer service skills and a charismatic and friendly personality. You are resourceful, positive, and reliable. You know how to be tactful, helpful, and maintain your composure in unexpected and challenging situations. You work well with constant interruptions and are able to switch between tasks quickly. In addition, you have:
  • A high level of attention to detail.
  • The ability to use discretion with confidential information.
  • The ability to communicate clearly, concisely, and professionally in English with all levels across the organization, both verbally and in writing.
  • Proficient active listening skills.
  • A professional and personable phone etiquette.
  • Appreciation for working in an organization that values diversity in culture, thought and experience.
  • A proactive approach to problem solving.
  • Strong organization and time management skills, with the ability to coordinate multiple tasks and assignments.
  • Office management skills.
  • Proficiency in using MS Word, Excel, Outlook, Teams, and Power Point.
  • Strong typing skills and ability to use general office equipment such as large-capacity printers, fax machine, multi-line telephone, etc.
  • The ability to use electronic databases, timekeeping, and cloud-storage systems.

Education : You have a high school diploma or the equivalent.

Experience : You have two to three (2-3) years of experience with administrative support responsibilities. It's a plus if you have the following:
  • Proficiency with Event Management Software (EMS)
  • Experience managing a front desk or reception at a business center
  • Experience providing administrative support in a hospitality setting


Review of applications will commence immediately. Applications are only accepted through our applicant portal at .

Additional Materials : Please have the following items as a Word or PDF file ready to upload in order to complete your application:
  • Resume : Include relevant experience with dates and other qualifications, and
  • Optional - Cover Letter : Briefly, expand upon any relevant qualifications not evident in your resume.


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).


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.

Equal Opportunity Employer:

TCCS is an equal opportunity employer. TCCS managers make employment decisions on the basis of merit, with the aim to have the best available person in every job. TCCS prohibits discrimination based on race, color, religious creed (including religious dress and grooming practices), gender (including gender identity and gender expression), national origin or ancestry, genetic information, physical or mental disability, medical condition, marital status, registered domestic partner status, age, sexual orientation, sex (which includes pregnancy, childbirth, breastfeeding, and medical conditions related to pregnancy, childbirth, or breastfeeding), military or veteran status, and status with regard to public assistance, or any other basis 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.

To apply, visit

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