Administrative Coordinator (Part-Time; Interim w/Benefits)

Administrative Coordinator (Part-Time; Interim w/Benefits)

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 (TCCS) is seeking a collaborative, motivated, and flexible team member for the Office of Consortial Academic Collaboration (OCAC) to serve as Administrative Coordinator in this small-but-mighty team. This interim position is available through June 2024 with a possibility of renewal for two years at a time thereafter dependent on funding.

Reporting to the OCAC Director, you will help run the operations, communications, and support to the multiple, consortium-wide academic programs and initiatives that OCAC oversees and launches across The Claremont Colleges. The Administrative Coordinator performs work without close oversight and includes administrative and clerical duties involving planning, attention to detail, initiative, and frequent exercise of independent judgement in making minor administrative decisions, managing multiple projects, and responding to requests from the Director of OCAC and faculty, staff, and administrators in cross-campus collaborations supported by the office. Additional duties include social media and web-presence development in collaboration with other offices. This role interacts frequently with faculty, staff, and administrators of The Claremont Colleges (TCC) and outside vendors, visitors, and others, and often serves as the "face" of OCAC to those outside of TCC.

  • Provide administrative support for OCAC's areas of focus (e.g., social justice, environmental justice, faculty mentorship) through various functions such as assisting with meetings for related projects, planning, project management and coordination, communications, events, deadlines, answering questions, and other duties.
    • Assist with the planning and administration of meetings, conferences, receptions, and other events sponsored by OCAC and supported collaborations. This may include tasks such as: setting up venues, preparing and distributing announcements, making domestic and foreign travel and hotel arrangements, selecting and ordering menus, and processing requests for checks (RFC) and purchase orders (PO).
    • Support timely, professional, and effective communications with faculty, staff, and administrators at TCC as well as the broader community. Communications, resource sharing and planning may be through email, scheduling software, a learning management system (e.g., Canvas), and/or Microsoft Teams.
    • Provide basic clerical duties including culling information from course databases, organizing and maintaining project files, photocopying, scanning, ordering supplies and equipment, and coordinating the maintenance of office equipment.
    • Determine effective and efficient practices for completing own work, including tracking and communicating about the status of ongoing projects.
  • Collaborate with marketing and communications, librarians, and individual school representatives to update and maintain the OCAC website and social media presence. Duties include researching platforms and vendors, creating a communications plan, and creating an audience of faculty, staff, and students in TCC community.
  • Collaborate with vendors and campus stakeholders as an architect to design and build an updated webpage and social media content with an audience in Claremont and beyond, as well as access to an OCAC-run set of databases.
  • Provide basic budgetary support including tracking OCAC's budgets and accounts and those of supported collaborations, reviewing transactions for reasonableness, reconciling accounts and notifying the director of unusual activity or questionable transactions, providing accounting reports as needed, and/or reconciling purchase cards on the director's behalf.
  • Perform other related duties and projects as assigned.

Work Schedule : This interim position is available through June 2024 with a possibility of renewal for two years at a time thereafter dependent on funding. The regular hours for this part-time position are 20 hours per week scheduled from 8:00 a.m. to 5:00 p.m., Monday through Friday for 12 months annually. May be required to work holiday, weekend, and/or evening hours. The specific work schedule is flexible subject to supervisor's approval provided is suits the evolving needs of the director and initiatives. Regular hours may vary due to the needs of the organization or business unit.


Pay : The pay rate for this position is $21.00 to $23.00 per hour.

Benefits : This position is eligible for our employment benefits package including:
  • medical, dental, vision,
  • 10% retirement contributions after one year (no matching required),
  • group life insurance,
  • generous time off,
  • professional development funds,
  • discounts for mobile plans, software, and entertainment,
  • access to fitness facilities,
  • and more!

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.


Required Qualifications: The following qualifications are required to perform the essential functions of this position, or the individual must demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed below.

Education/Training : You have bachelor's degree; OR any combination of education, training, and additional experience beyond the minimum required that provides the required competencies and abilities.

Experience : You have at least three (3) years of related experience, preferably in an academic environment. You must have some experience working or studying in The Claremont Colleges consortium.

Competencies :
  • Knowledge of relevant policies, procedures, and personnel of The Claremont Colleges.
  • Strong interpersonal skills.
  • Personal integrity, professionalism, resourcefulness, and a commitment to high standards of work quality and maintaining confidentiality.
  • Proficient oral and written communication skills in English. Demonstrated ability to write clearly using proper formats, grammar, and punctuation; to edit and proofread; and to ensure accuracy and high quality of written work. Knowledge of proper formatting conventions and professional diplomacy for business correspondence, reports, agendas, and other documents.
  • Advanced organizational skills, including the ability to effectively track the status of ongoing projects and find needed documents and information quickly. Ability to independently organize, plan, prioritize, and carry out responsibilities, and to finish tasks by established deadlines.
  • Strong computer skills. Create and maintain documents, spreadsheets, reports, and databases using Google Docs, Word, Excel, PowerPoint, and other applications. Navigational knowledge of web page editing software. Ability to update and maintain web pages using web authoring software. Proficient knowledge of internet browsing software, search engines, and search strategies. Ability to master new software quickly, including accounting software, online Event Management System (EMS), learning management system (e.g., Sakai), and other applications.
  • Working knowledge of webpage development and social media use in non-profit or academic environments.
  • Knowledge of business, administrative and clerical procedures. Demonstrate initiative and ability to seek out information and show persistence in finding solutions to problems.
  • Technical ability to maintain multiple budgetary accounts, as well as monitor purchase agreements, contracts, and other accounting matters using various software.

Physical Requirements:
  • Sedentary work that primary involves sitting and standing:

☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never
  • Active work that primary involves standing and walking:

☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never
  • Light work that involves moving objects weighing up to 10 pounds:

☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never
  • Medium work that includes moving objects weighing up to 25 pounds:

☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never
  • Medium work that includes moving objects weighing up to 40 pounds:

☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never
  • Heavy work that includes moving objects weighing up to 50 pounds:

☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never
  • Operate a computer or other work requiring repetitive movement of wrists, hands, & fingers:

☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never
  • Operate a street legal golf cart, a company automobile, or other heavy machinery:

☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never
  • Read or write electronic or printed materials:

☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never
  • Communicate verbally in person, by phone or another device:

☒ Regularly ☐ Frequently ☐ Occasionally ☐ Never
  • Moving body into different positions to work down low, overhead, or outward:

☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never
  • Work involving climbing ladders, stairs, scaffolding, or similar:

☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never
  • Work in various environments including low, high, tight, low-ventilation, or confined spaces:

☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never
  • Work indoors in climate-controlled spaces:

☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never
  • Work outdoors in various weather conditions:

☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never
  • Work in a noisy environment:

☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never

Preferred Qualifications:
  • Preference for individuals demonstrating innovation, ambition, autonomy, flexibility, and good humor in previous work.


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 to complete your application:
  • Resume (required)
  • Cover Letter (preferred)


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

Copyright ©2022 Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency