Secretary of the College

Equal Opportunity and Nondiscrimination Statement                                    

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Location:

Claremont, CA

Job Posting Title:

Secretary of the College

Job Details and Requirement:

BASIC FUNCTION:

Reporting directly to the President of the College, the Secretary of the College facilitates Board of Trustees governance of the College, oversees all day-to-day work related to the Board of Trustees, and serves as the chief liaison to the Chair of the Board of Trustees, the Chair of the Board Affairs Committee, other Trustee leaders, and the Board as a whole.

The Secretary of the College is well-organized and capable of articulating an overarching strategy while recognizing the importance of the details that are often the difference between success and failure. The Secretary is an integral member of the CMC community. The Secretary will reflect and embody the values of CMC serving the Institute with authenticity, warmth, humility, grace, and humor, and must demonstrate a high level of integrity and trust; and exhibit the credibility, diplomacy, emotional intelligence, maturity, judgment, and sophistication to effectively engage and partner with key internal and external stakeholders. The Secretary will be a self-assured, results-oriented professional with a collegial and accessible leadership style and a deep appreciation and passion for the mission, goals, and unique culture of CMC.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

The Secretary of the College supports the Board in all of its efforts to exercise its governance and fiduciary responsibilities to the College, staffs the executive, standing, and ad hoc Board of Trustees committee meetings, organizes and staffs annual Board retreats, develops strategies to provide orientation for new Trustees, and manages all logistics for Board events that may arise from time to time.

The Secretary is responsible for maintaining the official minutes and other public and confidential documents of the Board, the executive committee and standing and ad hoc committees. The Secretary maintains a directory of Trustees, and in consultation with the Board of Trustees leadership, the President and the General Counsel, updates the College’s Articles of Incorporation, Bylaws and other core governance documents.

The Secretary of the College is a resource for the CMC community for information on all matters within the oversight of the Board. The Secretary assists the President in developing the agenda for Board meetings and meetings of the Executive and Board Affairs Committees and coordinates agenda preparation with the Board Chair and the Chair of the Board Affairs Committee.

The Secretary assists the Board with special projects and initiatives as they arise. The Secretary coordinates and oversees the development of agendas for the executive, standing, and ad hoc committees and ensures that all material provided to the Board and all committees, for action and information items, is complete, accurate, and effective and then oversees follow-up on action items from Board, executive, standing and ad hoc committee meetings.

In consultation with the College’s General Counsel, the Secretary ensures that the Board acts in compliance with legal requirements, and provides advice and guidance on jurisdiction, strategy, policy, and process.

The Secretary participates in long range planning for Board meetings, focusing on both strategic priorities and execution of core requirements.

The Secretary serves as a member of the President’s cabinet, providing strategic and day-to-day advice on a range of matters, including College governance, programmatic and capital initiatives, crisis and other communications to the Trustees, and participates in the stewardship of CMC donors.

On a functional basis, the Secretary is also accountable to the Chair of the Board of Trustees and to the Chair of the Board Affairs Committee. The Secretary provides continuity to the Board and College leadership by providing historical information and interpretations of policies and practices. Such advice, especially to committee chairs, frequently relates to the procedures established by the Board, or those which are implicit in the committee structure.

In order to execute their duties most effectively, the Secretary oversees a staff that assists with the varied responsibilities of the position.

The Secretary is expected to participate in relevant professional organizations.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. 

The successful candidate will also be able to perform the following essential functions:

• Take and follow directions.
• Work cooperatively with others.
• Receive and respond appropriately to constructive criticism.
• Display a positive attitude.
• Balance multiple tasks and priorities.
• Performs other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS & SKILLS:

EDUCATION: Bachelor’s degree or equivalent combination of education and experience is required. Advanced degree in related field is preferred. 

EXPERIENCE: At least five (5) years of experience in higher education administration or corporate governance is required, with a significant knowledge and appreciation of higher education governance. 

Experience as Secretary of a higher education governing board, or in a position reporting directly to the Secretary or demonstrably equivalent experience preferred.

LICENSES: A valid driver’s license or equivalent alternate form of transportation to off-site meetings and events is required. 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. 

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.

• Demonstrate extraordinary communication and negotiation skills, and the ability to articulate strategies, build bridges and develop strong collaborative relationships across the College.
• Excellent oral, written, and presentation skills; excellent listening skills; ability to convey concepts in a clear, concise and logical manner.
• Must be able to understand and communicate the mission and history of the College’s liberal arts environment. Must be able to reflect and embody the values of CMC, serving the Institute with authenticity, warmth, humility, grace and humor.
• Must be able to demonstrate a high level of integrity, trust and commitment to excellence.
• Must be able to demonstrate credibility, diplomacy, emotional intelligence, maturity, judgment, and sophistication to effectively engage and partner with key internal and external stakeholders.
• Demonstrate good judgment, discretion, tact, resilience, decisiveness, tolerance for ambiguity, adaptability, and the ability to work easily with individuals at all levels across the Board, campus and partner institutions.
• Proven ability to assimilate information gathered through research and consultations and to apply that information. Must be able to identify critical issues, make good, consistent and fair decisions based upon facts and data.
• Has a working knowledge of significant developments in board governance across higher education.
• Use exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.
• Ability to work independently and to undertake supervisory responsibilities as needed; ability and willingness to delegate effectively and to hold direct reports accountable.
• Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, and leadership skills to supervise, facilitate, motivate and inspire employees.
• Operate computers with basic Microsoft Office software (such as Word, Excel, Outlook, Access, and PowerPoint) and associated professional software, if any.
• Demonstrate understanding of the use of technology in assessing and improving department systems and processes to achieve annual goals and maintain confidentiality.
• Ability to handle sensitive and confidential situations and information with absolute discretion.
• Ability to prioritize and manage competing priorities and lead projects to completion, meet deadlines while under pressure and when facing short deadlines with multiple interruptions, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s/department’s annual goals.
• Ability to travel to campus and off-campus locations for College and Board business.

OTHER:

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Holiday, weekend and evening work hours may be required. Travel may be required. Regular hours may vary due to needs of the College.

CLASSIFICATION AND STATUS: This is a regular full-time, 12-month year-round, exempt level, benefits-eligible position.

Supervisor – AB1825                                                 Yes

Mandatory Reporter – CA Penal Code:                     Yes

Responsible Employee – Title IX:                             Yes

Campus Security Authority – The Clery Act             Yes

IPEDS Category Job Code:          11-0000 Management Occupations

PHYSICAL REQUIREMENTS: Light (up to 20 lbs.)      

SUPERVISORY RESPONSIBILITY: Yes

SALARY RANGE: The anticipated salary range is $125,000 - $135,000 per year. Salary will be commensurate with qualifications and experience.

GROOMING AND APPEARANCE: Employees are expected to wear attire that is appropriate to the office or department in which they work.

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 the 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 the 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). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

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. Duties and responsibilities can change and develop over time, accordingly the College reviews job description on a periodic basis and may make changes of business necessity.

AT-WILL EMPLOYMENT: Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause. The President is the only person who can modify or alter the at-will employment relationship.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations                                                                                    

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.               

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or hr@cmc.edu for assistance.

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