Job Posting Title:
Administrative Assistant, Student Accessibility Services
Job Description:
The Administrative Assistant for Student Accessibility Services in the Division of Student Affairs has the primary responsibility of supporting students with accommodations at Keck Graduate Institute. This individual will be working with students, faculty, and staff to ensure students registered with Student Accessibility Services receive appropriate accommodations, timely communication, and a high level of service. The Administrative Assistant will be responsible for scheduling and managing exam accommodations, evaluating existing programmatic efforts, and contributing to improvements in processes and standard operating procedures for Student Accessibility Services. They will liaise with faculty and staff of all academic units to ensure we have the most up-to-date information regarding curriculum, events, and needs. The Administrative Assistant will further support all efforts within the Division of Student Affairs through administrative operations, workshop planning, and event support. This position will also collect and report program metrics for the Division of Student Affairs.
The Administrative Assistant handles multiple responsibilities, solves complex problems, and is open to constant challenge and change. In addition, the individual in this position will develop and maintain positive working relationships with all contacts both inside and outside of KGI. It is expected that the Administrative Assistant will have the ability to achieve results in the absence of day-to-day guidance from the direct supervisor.
Keck Graduate Institute (KGI) was founded in 1997 as the first higher education institution in the United States dedicated exclusively to education and research related to the applied life sciences. KGI offers innovative postgraduate degrees and certificates that integrate life and health sciences, business, pharmacy, engineering, and genetics, focusing on industry projects, hands-on industry experiences, and team collaborations. KGI employs an entrepreneurial approach and industry connections that allow students to become leaders in healthcare and the applied life sciences.
Located in beautiful Claremont, California, KGI is a member of the Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and The Claremont Colleges Services, which provides shared institutional support services. Each nationally recognized college has its own campus, students and faculty, and distinctive mission, and each offers top-notch curricula, small classes, distinguished professors, and personalized instruction. The Claremont Colleges consistently place at the top of national college rankings, including Forbes, Money and U.S. News and World Report, and the Princeton Review.
Education and Experience:
High school graduate or equivalent is required, in addition to 1-2 years of experience in student affairs, counseling, accessibility services, or relevant experience in higher education. Qualified candidates must have demonstrated strong administrative experience. A Bachelor's degree and/or equivalent experience and familiarity with the Claremont Colleges is preferred.
Essential Functions and Responsibilities: Individuals must possess knowledge, skills and abilities to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.
Coordinate administrative operations for Accessibility Services/Division of Student Affairs.
Supports Student Affairs staff in triaging e-mails and student concerns.
Maintains the calendar and testing schedules for all students registered with Accessibility Services, ensures all materials are received, and works with faculty/staff to coordinate exams.
Monitors all exams to ensure academic integrity is upheld.
Works with the Division of Student Affairs staff to coordinate programs, workshop activities, and testing services.
Maintains the Student Accessibility email accounts, calendars, and marketing materials.
Works with Student Accessibility coordinators to achieve departmental goals and complete projects pertaining to supporting the academic growth of students.
Aids in gathering, evaluating, and interpreting data from student satisfaction surveys or focus groups; responsible for creating programs based on data results.
Inputs data, and update electronic databases, websites, literature, and associated materials. Coordinate logistics for activities, meetings, and events as needed.
Handle all general office administration and contribute to process improvements.
Respond to inquiries from students, staff, faculty, and external constituents.
Serve as the primary point of contact and problem solver for all testing accommodation questions.
Graduate Assistant Trainer: With direction from the Senior Director of Student Affairs, train graduate assistants to proctor exams to serve as backup.
Assists the department in preparing the annual WASC report.
Plan and coordinate with program directors, third-party providers, and external contacts as needed to ensure optimum students-oriented customer service.
Performs other duties assigned related to the successful operation of the department.
Assist the Dean of Students with special projects.
Hours, Classification, and Status:
This is a full-time, hourly position. The regular hours of this position are Monday-Friday 8:00 am-5:00pm. Hours may vary due to the needs of the College or department.
Hourly rate range: $19.00 - $21.50. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.
Special Requirements:
Keck Graduate Institute has implemented a SARS-CoV-2 (COVID-19) and Influenza Vaccination Program covering all employees and students. Employees must submit proof of vaccination, an Institute-approved exception, or deferral to comply with the policy.
Required Knowledge, Skills, and Abilities: Individuals must possess knowledge, skills, and abilities to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.
Positive attitude, creativity, and a willingness to try new ways of achieving objectives
Must demonstrate personal leadership qualities, sense of urgency, maturity, good humor, flexibility, and self-motivation, and a hands-on, collaborative work style with great attention to detail.
Proficient computer skills, including experience with Microsoft Office Suite, Adobe Acrobat, WordPress, and Canvas.
Ability to learn compliance with legal, financial, and Institute policies and external regulations.
Excellent interpersonal/customer service skills to interface with students, faculty, and staff within the Institute and corporate guests outside of the Institute.
Superior written and oral communication skills.
Proven organizational and time management skills.
Able to work independently with minimal supervision.
Demonstrated ability to diagnose and solve problems independently.
Able to work flexibly and maintain productivity while working under pressure.
Able to connect empathetically and work cooperatively with individuals from diverse cultures, ethnic groups, lifestyles, and backgrounds and demonstrated commitment to promoting and enhancing diversity.
Able to conceptualize, design, develop and implement projects while working with a diverse constituency.
Excellent presentation skills in disseminating student affairs/career services information cohesively to large and small audiences.
Ability to supervise students and/or event volunteers and resources
Able to use technology easily and effectively to enhance productivity and to assess progress toward departmental goals.
Must possess a strong work ethic and personal integrity.
Attendance required at some evening and/or weekend events.
Physical and Mental Requirements: Ability to maintain good concentration level while dealing with interruptions; attention to detail with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.
Sitting in a normal seated position for extended periods. Standing for extended periods. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity is required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example, to lift or move office supplies, files, books, and packages. Ability to drive locally and travel by airplane nationally. Occasionally, will be required to stand for prolonged periods at activities/events on and off-campus.
To Apply:
A confidential review of applications, nominations, and expressions of interest will begin immediately and will continue until an appointment is made. To be ensured full consideration, please upload a letter of interest, resume, and three professional references. Minority candidates are strongly encouraged to apply.
Equal Employment Opportunity Policy
Keck Graduate Institute is an equal opportunity employer. It does not discriminate against qualified employees or applicants based on race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, sexual orientation, military or veteran status, genetic information, or any other characteristic protected by applicable state or federal law. Equal employment opportunity will be extended to all persons in all terms and conditions of employment. KGI strongly encourages candidates from underrepresented groups to apply.