Assistant to the Associate Vice President for Facilities Management and Capital Projects

  • Claremont McKenna College
  • Claremont, CA, USA
  • Jun 28, 2022
Full time Assistant, Secretary & Executive Assistant

Job Description

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.



Claremont, CA


Job Posting Title:

Assistant to the Associate Vice President for Facilities Management and Capital Projects


Job Details and Requirement:

This position provides administrative assistance to the Associate Vice President for Facilities Management and Capital Projects (“AVP Facilities”).  Coordinates office budgets, activities, and meetings.  Provides support to the Facilities Leadership Team.  Independently conducts and coordinates special projects as assigned.  Provides administrative support to the ACTS (Awareness, Conservation, Tracking, and Sustainability) Committee.  Exercises judgment in the application of College policy.  Provides guidance to  the Facilities support staff and student assistants.





  • Manage the calendar for the AVP Facilities, ensuring that meetings, deadlines, presentations and other duties are carried out seamlessly.
  • Make travel arrangements coordinating flights, accommodations and other itinerary specifics.
  • Perform executive tasks, and make administrative decisions based on knowledge of the full range of College policies, procedures, and personnel. 
  • Serve as the Facilities administrative liaison to various committees, to include the ACTS Committee, the Campus Planning and Facilities Committee of the Board of Trustees, and other designated committees.
  • Mange the hiring process within the Facilities office including distribution of employment materials, scheduling individual and group interviews, arranging for travel accommodation for candidates, etc.
  • Responsible for the onboarding process for new Facilities employees relating to office policies and procedures.
  • Supervise all budgets residing in the Facilities department.  Track spending and prepare monthly reports and annual budget proposals.  Process and oversee supplier requests, journal vouchers, purchase card statements, department petty cash accounts, and travel reports.
  • Schedule and prepare agenda items for Facilities leadership and staff meetings, and attend.
  • Maintain confidential files and records for the office.
  • Read and process all mail not requiring the personal attention of the AVP Facilities.
  • Field phone calls, take requests for meetings, and coordinate various aspects of interdepartmental communications as necessary.
  • Monitor office supplies and research advantageous deals and/or suppliers.
  • Be the primary monitor of the general Facilities email inbox, responding to emails and forwarding to staff as appropriate for follow-up.
  • Perform other essential duties and tasks specific to the position as well as other administrative or clerical duties as assigned.


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.
  • Perform other essential duties and tasks specific to the position.





Bachelor’s degree in business, accounting or equivalent combination of education and experience is required.  Graduate level coursework or Master’s degree in preferred/highly desirable.



7-10 years as an Executive Assistant with experience in Facilities or Real Estate Development strongly preferred.  Must have experience developing and analyzing budgets, project management experience, and some basic cost accounting experience preferred.



A valid California driver’s license or equivalent means of reliable 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.

  • Must have proven organizational skills, superior interpersonal skills, and the ability to use tact and exercise a high level of discretion when dealing with confidential and sensitive matters. 
  • Must be self-motivated, highly experienced in multi-tasking, and comfortable working with minimal direction.  
  • Exemplary written and oral communication skills.
  • Must have a background in administration, finance, and/or accounting, with a working knowledge of budget formulations. Should possess basic accounting skills.
  • Individual must have proven ability to prioritize concerns and respond accordingly.
  • Word processing proficiency at a minimum rate of 60 WPM. 
  • Requires advanced knowledge of IBM hardware and Microsoft Office software (Word, Excel, PowerPoint, PowerPoint and Outlook) as well as all office equipment. 
  • Knowledge of other institution software useful, or should be a proven fast learner. 




REQUIRED HOURS:  The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Overtime, holiday, weekend and evening work hours may be required.  Travel may be required.  Regular hours may vary due to needs of the College or division.  This is a 12-month position.



This is a regular full time non-exempt position.

This is a benefits-eligible position.


PHYSICAL REQUIREMENTS:    Light (up to 20 lbs.)   




REPORTS TO:   Associate Vice President for Facilities Management and Capital Projects


GROOMING AND APPEARANCE:  The Claremont Colleges seek to maintain a neat and professional image at all times.


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 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 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).


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.  When duties and responsibilities change and develop, the College will review this job description and 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 for assistance.

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