ADMINISTRATION, INVESTIGATIONS AND RISK MANAGEMENT
The Associate Director for Administration, Investigations, and Risk Management (Associate Director) works independently, exercising a high level of judgment and discretion in performing a range of high-level administrative, analytical, and complex duties that support the Vice President for Administration and Finance/Treasurer (Treasurer) the Business Affairs Office (BAO), and the College. The Associate Director must have the ability to form effective partnerships and interact with a broad array of constituencies which includes trustees and trustee committees, the President’s Cabinet, students, alumni, faculty, staff, staff from The Claremont Colleges, and other community members. The Associate Director must have the capacity to manage high-energy situations, be highly organized, with great writing and follow-up skills as well as work well in a diverse and fast-paced environment. Serve as a member of the Business Office Leadership Team (BOLT).
About Harvey Mudd College:
Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”
Summary of Job Responsibilities:
Partner with Vice President, BOLT members and other constituents to continuously assess the College’s risks. Take the lead to manage/update College’s Risk Management tool and periodically present to the President’s Cabinet and Trustee Audit Committee. Partner with Office of Financial Affairs to conduct internal control assessments, develop internal control procedures, and/or prepare assessments/deep dives, as directed by the Treasurer and Trustee Audit Committee. Proactively meet with College departments to become familiar with programs and assess potential risks. Advise department directors/chairs on how to mitigate risk(s) and liability and implement changes and processes. Follow up with departments to ensure proper procedures are being followed. In accordance with the College’s Contract Review Procedures, review all contracts, regardless of the amount. Research and resolve issues with contract terms, recommend modifications and consult with the Vice President as needed. Serve as a liaison between vendors and the College in negotiating contract terms, as needed. Research and respond to questions and information requests from departments. Develop and implement forms, templates and other needed documents. Prepare and provide reports to the Vice President as requested, as well as to the President’s Cabinet and Trustee Committees as required. Collaborate and consult with TCC Services’ Insurance Administrator as needed and The Claremont College’s insurance carrier(s) regarding issues and potential claims. Maintain records in compliance with confidentiality protocols and record retention guidelines.
As directed by the Treasurer, conduct investigations regarding fraud or other issues. As directed by the Treasurer, conduct investigations relating to complaints brought under the College’s Sexual Misconduct & Complaint Resolution Policy and Prohibited Discrimination, Harassment and Retaliation Policy.
Partner with the Vice President for Administration and Finance/Treasurer and the Assistant Vice President for Business Affairs in managing and coordinating communications between the Treasurer and Business Affairs Offices and various constituencies. Promote an open and friendly environment that supports effective communication and interactions. Communications include:
Responding and interacting with constituents in person, writing (including electronic communication), and over the phone in providing information, interpreting policies, and communicating on behalf of the Vice President and/or the Business Affairs Office
Scheduling meetings or presentations with various individuals and groups and taking the lead in opening meetings and presentations
Preparing agendas, reports and other documents for various meetings
Attending meetings as required and take minutes as assigned
Collecting, compiling and analyzing information to include in communications
Composing and/or editing and proofing various documents complex in nature
Assist with the coordination and preparation of materials for the Board of Trustees Committee meetings for which the BAO and the units within BAO are responsible. Monitor progress in each unit to ensure deadlines are met for review by the Vice President and for mailing final materials to committee members. Ensure consistency in content and format. Assist with preparing and editing documents from Committees for presentation to the full Board of Trustees. Attend Audit and other Trustee Committee meetings as assigned. Administer the College’s cell phone policy; review, assess and approve/deny requests for an allowance under the policy. Keep abreast of changes in laws governing cell phone policies and recommend modifications as appropriate. Oversee and manage requests for College-issued purchase cards; issue guidance to departments regarding proper use of purchase cards. Ensure compliance with the Payment Card Industry (PCI) Data Security Standard. Assess and review BAO compliance, business and finance policies and procedures to determine needed revisions, or if new policies and/or procedures need to be implemented. Collaborate with other office directors/administrators in revising or creating policies and procedures, as appropriate. Conduct research to ensure tax, legal and regulatory compliance. Communicate new/changed policies to the College community. Receive and review legal invoices pertaining to confidential matters and process for payment. Manage the BAO website and coordinate postings with other BAO units. Take notes for BOLT Meetings and follow-up with other BOLT members regarding status of selected projects. Takes lead on managing collaborative enrollment process to inform the Office of Admission on size of next year class. This includes working with representatives from Admission, BAO, Division of Student Affairs, Registrar, Dean of Faculty and other departments. In the Vice President or Assistant Vice President’s absence, respond to requests for information or action as appropriate and when necessary, ensure that such requests are relayed to the appropriate staff member(s) or departments. Independently and collaboratively work on and coordinate various projects and process improvement initiatives for BAO and BAO units as well as those that have a College-wide impact; analyze current practices and procedures; conduct research; recommend changes or new approaches; prepare or assist with preparing a variety of documents related to projects such as reports, policies, analyses, flow charts, and spreadsheets.
Assist other staff in Business Affairs, including Dining Services, and Facilities and Maintenance and Human Resources as needed and assigned. Keep abreast of best practices, trends and regulatory changes associated with job responsibilities. Other related duties as assigned.
Summary of Qualifications:
Education and Experience:
Bachelor’s degree in a related field. Minimum of four years of relevant experience working in a related field that preferably includes working with risk and liability issues, contract review, administration, workplace and investigations, and/or policy administration. Valid driver’s license and a driving record acceptable to the College’s automobile insurance carrier.
Preferred Qualifications and Experience
Seven years or more of relevant work experience. Master’s degree in related field. Experience in managing an Enterprise Risk Management (or similar) program. Experience in conducting internal control assessments, developing internal control procedures, and conducting fraud investigations. Experience in conducting investigations relating to: student conduct, discrimination, interpersonal violence, as well as experience and knowledge of complexities surrounding investigations in a college setting.
Knowledge, Skills, and Abilities:
Strong comprehension skills and the ability to understand, research and interpret issues of varying degrees of complexity.
Ability to lead and manage new projects and assignments through completion that may include areas for which there is no prior knowledge or experience.
Effective and excellent communications skills; written and oral. Knowledge and ability to use proper formats, grammar and punctuation, and ability to edit, proofread and ensure accuracy and high quality of work. Ability to research and compile information, analyze it and exercise judgment in selecting what to include in communications and documents.
Effective interpersonal skills that include tact, patience, diplomacy, the ability to adapt communication style to a constituent, and the ability to remain calm and poised in challenging and difficult situations. Demonstrated ability to develop a rapport with various constituencies and engender trust and credibility.
Demonstrated ability to compose/draft original written correspondence and documents such as policy documents, reports, memos, investigative reports, agendas and letters. Skill in writing concise, logical reports to convey complex issues.
Ability to act with a high degree of personal integrity, adapt to the climate and culture of the campus and become familiar with procedures, policies, and processes.
Ability to maintain neutrality and handle issues of complex and extreme sensitivity. Ability to listen well and demonstrate sensitivity to and respect for individual needs.
Intermediate proficiency and skills in a variety of computer programs including Word and Excel with the ability to use spreadsheet programs with a high degree of accuracy.
Should have proficiency with Internet based systems and the ability to learn other College software.
Strong analytic, problem solving, critical thinking and research skills.
Ability to read and interpret complex legal documents to evaluate their impact on college policy, procedures and risk.
Ability to exercise a high degree of accurate and independent judgment, tact and discretion.
Ability to work with a broad and diverse campus community.
Demonstrated organization, follow-up, time management, and multi-tasking skills and ability to meet deadlines and attend to details in a busy, fast-paced environment.
Commitment to continuous improvement and demonstrated ability to initiate improvement projects.
Familiarity with scanning equipment, electronic filing and sensitivity to maintaining confidentiality and confidential files.
Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information about how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.
Deadline to apply:
Position will remain open until filled.
Harvey Mudd College is an Affirmative Action/Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.
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The mission of the University Risk Management and Insurance Association is to advance the discipline of risk management
in higher education.