Administrative Specialist - Scripps College Board Office - Another Source

Join Scripps College as an Administrative Specialist supporting the Board of Trustees. This dynamic role will enjoy the flexibility to work both on campus and remotely. Curiosity and a proactive attitude are essential for success in this role, making it perfect for those eager to learn and grow within the realm of non-profit governance. Your ability to maintain confidentiality and discretion will be crucial as you handle various administrative tasks. As a primary representative of Scripps College, you will be instrumental in ensuring smooth operations and promoting effective communication within this institution dedicated to women's education and community building.

Submit your resume today to learn more!

Another Source’s client, Scripps College, is recruiting an Administrative Specialist to support their Board Office in the heart of Southern California. This position offers the flexibility to work both on campus and remotely.

Here’s a little about Scripps College and the position they are recruiting for:   

Since 1926, Scripps has championed women’s education in accordance with the vision of its founder, newspaper entrepreneur and philanthropist Ellen Browning Scripps.  

Located in the heart of California’s Claremont Colleges, our modern approach to a liberal arts education is rigorous and comprehensive, providing our students with expert knowledge, critical thinking, analytical, and communication skills to challenge assumptions, think independently, and navigate their careers and lives with confidence. A Scripps education isn’t about what our students can do. It’s about making sure that whatever they do, they do it with intention.   

Learn more about Scripps College here: https://www.scrippscollege.edu/about/   

About the role: 

Reporting to the Vice President/Secretary of the Board of Trustees, the Administrative Specialist, Board Office provides high-level administrative support to the Board of Trustees and College leadership. The role requires a proactive, independent, and professional individual capable of managing various administrative tasks and representing the College effectively. This position is ideal for someone pursuing a career in non-profit governance. Guidance and training regarding board relations will be provided. 

Annualized salary: $68,640-$73,000.00. The salary 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. 

What’s in it for you:  

Scripps College offers a comprehensive benefits package for full-time staff. Learn more about the benefits here: https://services.claremont.edu/benefits-administration/benefit-plan-information/ 

Essential Functions: 

Board of Trustees Responsibilities 

• Maintains close liaison and communication with the Secretary of the Board. Liaison to staff, faculty, students, and other constituents as related to the work of the Board Office. 

• Provides administrative support to the Board including project coordination, scheduling meetings, preparing agendas, posting meeting materials, assembling and circulating pre-read documents, identifying and tracking action items, and handling other matters as needed or requested. 

• Serves as primary point person for the timely collection and production of all Board and committee meeting materials, including identifying responsible staff for each document, reviewing and editing all documents, coordinating revisions, and ensuring all materials are formatted, accurate, and are produced and posted to the electronic portal prior to distribution deadlines. 

• Drafts and/or edits correspondence such as letters, memorandums, routine emails, and other materials relating to the Board, Executive Committee, and other committee meetings as requested.  Processes post-meeting documents. 

• Assists in preparing minutes for quarterly Board meetings, Executive, and other committees as requested.  

• Ensures Board manual is kept up to date, as well as rosters, schedules, catalogs, online portals, and email address groups.   

• Maintains updated knowledge of parliamentary procedures. 

• Assists in the on-boarding and orientation of new Board members and faculty and student committee members. 

• Assists in the planning, coordination, and execution of both on and off-site and electronic meetings. 

• Ensures meeting materials are assembled, prepared, and distributed in advance to ensure participants are well-prepared. 

• Attends on and off-site meetings of the Board, its committees, and Board related events. 

• Coordinates with the Office Manager to ensure that meetings are effectively organized, and all logistical aspects are managed efficiently. 

• Maintains Board files including Bylaws, Committee Charters, Board books, minutes of Board meetings, trustee data, compilation of Board-passed resolutions, and other key documents. 

Assistant to Secretary of the Board Responsibilities 

• Assists Secretary of the Board with Board working groups and other meeting preparation and with preparation of reports, proposals, briefings, and presentations, as needed.   

What we would like to see from you: 

• Bachelor's degree or any combination of education, training or experience that provides the required knowledge, skills, and ability. 

• Previous experience as an administrative assistant or specialist/coordinator is preferred.  Experience in higher education administration is preferred. 

• Ability to independently perform complex tasks and to prioritize multiple projects. 

• Exceptional verbal and written communication skills including editorial and proofreading skills, strong command of the English language (grammar and spelling). 

• Ability to represent both the Office of the President and the Office of the Board of Trustees with confidence, conviction, and professionalism.   

• Ability to effectively manage multiple high-priority tasks on deadline. 

• Exceptional interpersonal skills and the ability to interact effectively with a wide range of constituents, many of whom are community members of influence, including senior leadership, faculty, staff, trustees and donor constituencies. 

• Ability to set a calm and professional tone when interacting with College constituents and Board members. 

• Willingness to be pro-active and take initiative when appropriate. 

• Ability to work with highly confidential information. 

• Exercises discretion and good judgment at all times. 

• Willingness to see tasks to completion, sometimes necessitating working longer than normal hours or on weekends. 

• Experience in, or willingness to learn, accounting and budgetary procedures. 

• Excellent computer skills with proficiency/expertise in the Microsoft Office suite, including applications of Word, Excel, Access, PowerPoint, e-mail, and internet research.   

• Willingness to learn various learning management systems (e.g., Canvas, Sakai, BoardEffect). 

Another Source works with their clients, on a retained project basis.  We are committed to building inclusive candidate pools as we partner with hiring teams. Veterans, women, people of color, LGBTQIA+, and people with disabilities are encouraged to apply. As you read through the job posting and review the list of qualifications (required and/or preferred), please do not self-select out if you feel you do not meet every qualification. No one is 100% qualified. We encourage you to apply and share your story with us. 

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