Administrative & Support Staff Opportunities

Whittier College is an independent, four-year liberal arts college distinguished by its small size (1600 undergraduates) and a nationally-recognized liberal arts program. Whittier College has a history of strong and innovative interdisciplinary programs and a diverse student body. The College is ideally situated in the scenic hills eighteen miles east of downtown Los Angeles and is an AA/EOE employer. 

Administrative Assistant
Admission Counselor
Assistant/Associate Director for Career Development & Employer Outreach (Whittier Law School campus)
Associate School Director or Assistant Director
Support Specialist (Whittier Law School campus)
Pool of Eligible Temporary Staff (P.O.E.T.S) 


ADMINISTRATIVE ASSISTANT

The Chemistry, Biology and Psychology departments at Whittier College invites staff to apply for an Administrative Assistant position. The Administrative Assistant will Assists the faculty in the Chemistry, Biology, and Psychology departments with general secretarial duties as outlined below.

Position: This is a 10 month, part time position. You will be expected to work 25 hours per week during the academic year, which typically runs from the beginning of September through the end of May/June.  The exact dates vary depending on the academic calendar.​
Reports To: Department Chair 
Location/Department: WHITTIER COLLEGE- Chemistry, Biology and Psychology-Science Building

Responsibilities:
Responsibilities for Psychology

  • Assist with the search for new faculty, when needed.  The psychology department follows the same guidelines for this request as biology (see below).
  • Generate the weekly calendar of Work Study office assistants at the start of each semester: contact the students who expressed their interest at the Work Study Fair, ask for their availability, and base the calendar on the availability provided.
  • Train and monitor the Work Study students, including tracking their hours.
  • Distribute course evaluation forms to faculty, collect them from students, have them analyzed, and return them to faculty.  If necessary, help administer them.
  • Retrieve and distribute mail on a daily basis.
  • General copying, when needed.
  • Proctor exams, when there is a conflict with presence of faculty.
  • Report and follow up on maintenance issues in the psychology department and associated classrooms.
  • Occasionally assist with additional tasks such as arranging guest speaker visits and field trips, arranging transportation for field trips, and assisting with purchases and processing purchase orders.

Responsibilities for Chemistry:

  • Generating homework/quiz assignments for faculty out of textbooks, running off the designated number of copies for students and tutors, scanning and linking to Moodle.
  • Generating homework/quiz/test keys for faculty, running off the designated number of copies for tutors/faculty, distributing tutor keys to CAAS, scanning all and linking to Moodle.
  • Tracking department spending.  This involves copying each invoice that is sent directly to me by accounting, getting payment approved by the chair (Ralph Isovitsch) and afterwards inputting invoice details on a department spreadsheet. Periodically, these reports are given on request to the chair to help monitor what has been ordered/received and what is still open/payable.
  • Selling of lab notebooks/lecture notes. These books are sold out of the office to an average of 75-80 General Chemistry and Biochemistry students at the start of each semester. Included in this process, is the selling of chapter lecture notes for Gen. Chem. The students pay for these along with the lab notebooks at the start of the semester, and the notes are handed out by Priscilla Bell at the start of each chapter.
  • Assisting in the search for new faculty.  This involves receiving all materials and documentation submitted by interested applicants by mail or email, creating individual files, and keeping track by use of a checklist, which materials have been received and which are missing. When the candidate pool has been narrowed down to the final few, and campus visit invitations have been extended, there is generally a presentation given by the candidate in the area of their expertise to students and faculty on the day of their visit.  This presentation requires that posters be made and displayed throughout the science building alerting students and faculty of their presence. All applicants who apply and are not accepted, receive a letter of thanks for their submission of materials and interest in the position for which they applied.
  • Generating and displaying of posters for guest speakers.  Throughout the school year, we have guest speakers and the posters are to alert students/faculty of their presence on campus.
  • General copying.  Classroom handouts, tests, semester ending evaluation forms, and the specialized exams/final exams for Priscilla Bell (generally 4 different versions) which need to be copied in a color-coded fashion and collated in a way that is outside of the copy center’s capabilities. 
  • Tabulating course evaluations for each professor in the chemistry department.  This involves all course evaluations being returned to me in a sealed envelope usually by a student, and summarizing all written statements and tabulating all numerical values into files that can later be used for the purpose of submitting PGEP’s.
  • Periodically picking up certain lab supplies.
  • Fielding incoming phone calls from students, faculty, staff and sales representatives.
  • Ordering office supplies.
  • Researching and ordering new office equipment when something dies.
  • Retrieve/distribute the mail for chemistry, biology, psychology (including packages).
  • Reporting any maintenance problems/issues that arise on the 3rd floor of the science building to facilities and following up when not addressed.
  • On occasion, proctoring a test/exam when there is a conflict with presence of faculty.

Responsibilities for Biology

  • Keeping track of the Health Science students. This involves circulating a form throughout the different classes (math, physics, psychology, biology, chemistry) at the beginning of each school year in which students provide their contact information and indicate their medical interests for purposes of creating a spreadsheet to be used for contacting the students when related events arise during the school year.
  • Assisting with the shadowing program. This involves circulating an email to all Health Science students (see #1) interested in the different medical fields at the beginning of each semester inviting them to attend an informational meeting where applications to participate in the program are handed out.  The completed applications are returned to me, and I take the students availability and match it to the availability of different health professionals in the Whittier area that have agreed to participate in the program, and commence scheduling 2-hour long appointments for each of these students to go and “shadow” the professional in their workplace.  Once the appointment is set, I assemble a packet of written materials—guidelines, release form, confidentiality agreement, map/directions to location, evaluation form—to be put into student’s campus mailbox, and notify each by email of the appointment. At the end of the school year, thank you notes are sent to each of the participating health professionals which are written by myself and signed by Priscilla Bell, and the evaluation forms that have been completed and returned by the students are then typed and summarized.
  • Scheduling of the annual Freshman/Sophomore Health Science advisory meetings.  This involves contacting all faculty members within the biology/chemistry departments and asking them to provide their available dates/times within a two-week period during May.  I use the provided availability to create a calendar by pairing up teams of two faculty members (preferably one from each science represented), for 15 minute sessions with students who, by now, have been contacted by email in regards to the need to sign up for these upcoming appointments.   These meetings help to advise and address questions of an academic nature and answer any Health Science related questions by the student. The day prior, a reminder calendar of the next day’s appointments are sent to the faculty members holding the scheduled meeting with students.
  • Generating letters of recommendation for students applying to graduate/medical school.  This involves starting a file for each student and collecting individual letters from professors of all departments who have previously agreed to provide a letter on the student’s behalf to the schools that they will be applying to. At times, my solicitation is required in reminding those professors who have not yet provided their letters to do so.  These individual letters are compiled into one committee letter, which are then typed, printed, signed and mailed out to a list of schools supplied by each student.
  • Procuring purchase order numbers from accounting, and ordering lab supplies/chemicals for faculty from the various suppliers.  The faculty normally research their purchases and supplies me with a list of needs (including part/catalog numbers), and the order is placed and the purchase orders are then typed up and signed.
  • Assisting in the search for new faculty.  Same process as above for Chemistry, with the inclusion of generating the individual itinerary for each applicant when they are visiting on campus.  This includes communicating with the Dean of Faculty’s office who arranges hotel accommodations, and who aids in scheduling the meeting with the Dean and FPC.  Also included is scheduling individual interview times with each faculty member, communicating with admissions to set up a campus tour with one of our students, making any dining reservations, and preparing/displaying of posters advertising the presentation of each.
  • Health Science interviews.  Please see chemistry #7.
  • Preparing and displaying of posters for guest speakers and other departmental events throughout the school year.
  • Tracking department spending.  This involves copying each invoice that is sent directly to accounting, getting payment approved by the Biology chair (Hector Valenzuela) and afterwards inputting invoice details on a department spreadsheet. Periodically, these reports are given on request to the chair to help monitor what has been ordered/received and what is still open/payable.
  • Making reservations for field trips (camping, zoo, etc.)
  • Making reservations for transportation to field trips (renting vans, trucks, chartering buses, etc.)
  • Ordering office supplies.
  • Reporting 4th floor maintenance issues to facilities.
  • On occasion, proctoring a test/exam when there is a conflict with presence of faculty.

Requirements:
Experience working with college students. Bachelor’s Degree or equivalent experience in the field. Strong written and verbal skills are required. Strong organizational skills are required, along with ability to handle multiple tasks simultaneously. Strong interpersonal and communication skills.  Strong ability to work independently and with initiative. Ability to be flexible.

Application Deadline: August 15, 2014 or until filled

Interested applicants should forward resume to:  Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia St, Whittier CA 90608 or email to whittierjobs@whittier.edu.


ADMISSION COUNSELOR

Whittier College invites applications for an opening in the Admission Office to be part of an energetic and innovative team in supporting the recruitment goals of the institution.

Responsibilities include planning and managing in assigned recruitment territories with extensive travel; representing the institution at college fairs; reviewing and evaluating admission files; extensive contact with prospective students, their parents and high school counselors; Bachelor’s degree required.  Effective interpersonal skills, oral and written communication skills, and the ability to relate well to students, faculty, parents and staff are essential.  Requires an organized, self-motivated, detail-oriented individual who is able to work well with enthusiasm as part of a team.  Valid driver’s license and dependable transportation required. 

Salary will be commensurate with qualifications and experience of the successful candidate. 

Please submit resume, including a list of references, salary history and salary requirements to whittierjobs@whittier.edu or mail to Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia Street, Whittier, CA, 90608. AA/EOE


ASSISTANT / ASSOCIATE DIRECTOR FOR CAREER DEVELOPMENT & EMPLOYER OUTREACH (Whittier Law School campus- Costa Mesa, CA)
     (Two Positions- Assistant & Associate based upon experience and education)

Whittier Law School seeks a motivated Assistant/Associate Director of Career Development and Employer Outreach with a passion for counseling students and graduates.  The position entails career and professional development coaching and counseling, developing relationships with employers, communicating comprehensive career information through multiple platforms, fostering partnerships with faculty, alumni, students, and employers, creating job search and networking strategies, and managing career-related programs.  

 RESPONSIBILITIES AND DUTIES:

  • Coach and counsel students and alumni in all stages of career exploration, job search preparation, and professional development.  Assist with application materials and interview training.
  • Develop and direct programs, events, and informational materials that educate students and alumni on topics such as practice areas, job search and networking strategies, and professionalism.  Coordinate and otherwise maintain CDO programming calendar.
  • Lead employment data collection process for internal and external reports.
  • Engage in employer outreach activities to private and public sector employers.
  • Effectively and professionally represent the Career Development Office and Whittier Law School to its constituencies, including student organizations, faculty, law school administration, employers, the legal community, and the general public.
  • Work collaboratively with other staff and departments to design, coordinate and implement programs, events, policies, procedures, special projects, and initiatives.
  • Train, oversee and mentor other staff and work-study students when appropriate.  Supervise office when Assistant Dean is unavailable.
  • Create resources and guides related to professional development topics for students and alumni.
  • Attend professional development and other conferences on behalf of office and travel as needed.
  • Additional responsibilities as directed by the Assistant Dean of Career Development and Employer Outreach.

SUPERVISES: 
May supervise office staff, work-study students and interns.

EXPERIENCE:
Experience working as an attorney and knowledge of the legal employment market required.  Career services or professional development experience preferred with demonstrated success cultivating collaborative relationships with students, faculty, staff, and professional colleagues. 

EDUCATIONAL BACKGROUND:
Bachelor’s Degree and Juris Doctor required.

KNOWLEDGE, SKILLS, AND PERSONAL QUALIFICATIONS:

  • Prior law school career counseling experience strongly preferred.
  • One to three years of legal practice experience required.
  • Ability to work collaboratively as a team member and in a professional manner.
  • Demonstrated interest and experience in counseling or professional development. 
  • Strong interpersonal skills with ability to relate to diverse constituencies and manage conflict.
  • Excellent written and oral communication skills. 
  • An orientation for detail, and excellent organization and time management skills.
  • Ability to organize workflow, coordinate activities and manage multiple priorities.
  • Availability to work evening and/or weekend hours as required.

SALARY:
Commensurate with experience. 

APPLICATION:
Please send resume, cover letter, and salary requirements to Randolph Reliford, Assistant Dean for Career Development and Employer Outreach, at rreliford@law.whittier.edu   AA/AOE.

Whittier Law School is an Equal Opportunity Employer and does not discriminate against employees or applicants on the basis of race, color, religion, ancestry, national origin, age, gender, marital status, pregnancy, sexual orientation, mental or physical disability, medical condition, citizenship, or any other characteristic protected by State or Federal Law.


 

ASSOCIATE DIRECTOR OF DIGITAL COMMUNICATIONS

Whittier College invites applications for an Associate Director of Digital Communications position in the Advancement Office.

Reporting to the Director of Communications, the Associate Director of Digital Communications (ADDC) will oversee the day-day editorial and digital content operations for the college website, email marketing campaigns, and social media channels. She/he will be a key player in the drafting and execution of a tactical plan for appropriate content identification, collection, and presentation, as well as in the development/establishment of related web policies and standards, to ensure clear and consistent delivery of key messaging and brand awareness among all constituency groups. Subsequently, the ADDC will generate high-quality, compelling, and customized web content for academic and administrative departments to further ensure the College's primary web presence remains fresh and market-current, and consistently delivers up-to-date information to all constituencies through all resource-feasible web-based channels. He/she will take a leadership role in the training of other campus constituents to assess story potential and generate web-appropriate content.

The ADDC will also provide consultation and training for the continuing development and maintenance of Whittier College’s web content, recommend new web tools and approaches to support the institution’s strategic objectives, as well as work to support and enhance the programs and mission of Whittier College in general, and the Office of Advancement in particular. 

POSITION DUTIES AND RESPONSIBILITIES:  

  • Development of 52-week editorial calendar to manage the production of consistent and quality content for the College’s social media channels. Messaging will be driven by the goals and needs of PR and other campus constituencies throughout the year (promotion of activities, events, programs, etc.) and strategically posted and cross-linked (when appropriate) on the College’s blogs; Twitter feeds; websites; Facebook pages/groups; LinkedIn, Vine, Instagram, and Flickr accounts; YouTube channel, etc.
  • Coordinate the campus-wide Social Media Committee for the purpose of coordinating social media messages for the College’s four primary social media streams.  
  • Co-supervise a team of student editorial interns that will assist with creation of content for the web, The Rock, and other digital and print publications. 
  •   Research, interview, and write feature stories, briefs, and profiles on constituencies to add value to departmental sites, alumni pages, etc. Update news on departmental pages, as appropriate. Develop and edit multi-media content as needed, including photos, videos, and audio files.
  • Convert/edit existing drafted or published articles, stories, or press releases into web-friendly formats, and convert web items for print publication in The Rock magazine, the alumni online community, or other platforms, either as identified by Director of Communications.
  • Oversee master public events calendar, training appropriate campus users and developing posting policies, as needed.
  • Identify College initiatives or academic/ co-curricular programs of interest that may best be served in a featured micro-site (e.g., Centers of Distinction, Campus Center, etc.), and collaborate on development of site schema/additional content needs.
  • Review, collaborate, and take lead in execution of all client requests related to content, including multimedia requests and other content tools (e.g., blogging), in consultation with Director of Communications.
  • Collaborating with Associate Director for Web Strategy and Multimedia, take lead or participate in the ongoing production of specific web and online projects, meeting quality standards, technical requirements, and best practices, including optimizing graphics, building and updating pages within CMS; selecting appropriate imagery from an approved pool; testing and assuring cross-browser and cross-platform quality; ensuring consistency and effectiveness of presentation for all elements on webpages.

POSITION SPECIFICATIONS AND REQUIREMENTS:
Previous Experience:
3-5 years professional experience in website/web content development, journalism, or related field. Experience in higher education environment preferred.
Knowledge and Education: Superior skills in writing for web, editing, interviewing, and oral presentation are required, as is basic familiarity with editorial standards. Experience with multi-media content production/editing for web a plus. Creativity, initiative, the ability to juggle multiple projects with minimal supervision, adaptability, diplomacy, and an understanding of best practices in web and web communications are essential. Familiarity with ADA requirements at state and federal levels, as well as clear understanding of web standards (including IP and copyright laws), usability, and cross-browser platform compatibility a must.  Bachelor's degree in a related field (new media, English, journalism, communications, etc.) required. 

The position is based in Whittier, California. To be considered for this position, please submit your cover letter, resume and salary history to:abarraza@whittier.edu or mail to Whittier College, Attn: Ana Lilia Barraza, Director of Communications, 13406 E Philadelphia Street Whittier, CA 90608. AA/AOE.


ASSOCIATE SCHOOL DIRECTOR OR ASSISTANT DIRECTOR
(Depending on education, experience, and credentials)

The Broadoaks Laboratory/Demonstration School 

Position Description: 
Working with the Administrative and Instructional Leadership Teams, the Associate School Director or Assistant Director will participate in all aspects of school administration, management, and instructional programming to ensure high quality programs and services for children and their families, as well as for college students and faculty.  The Associate or Assistant Director will provide direct supervision for the elementary and middle school programs. 

Qualifications:

  • Doctorate in Education, Child Development, Developmental Psychology, or related field is highly desirable. Candidates with MA degree and extensive experience may also be considered.
  • California Multiple Subject (elementary) or Single Subject (secondary) Credential or ability to obtain one required.  California Administrative Services Credential or ability to obtain one desirable.
  • Teaching experience in public elementary or middle school required.  Experience in school administration or leadership preferred.
  • Knowledge of current laws, regulations, instructional trends, and best practices required.  Knowledge of Common Core required.
  • Dynamic leadership style and ability to work collaboratively with other professionals.

Preferred Start Date:  Late August 2014

Applications: 
Review of applications will begin immediately and continue until the position is filled. Applications should include: (1) resume; (2) letter of interest, including a statement of teaching philosophy and vision for effective school leadership and administration; and (3) three professional references who may be contacted after an interview.

Address applications to Mrs. Kathleen Pompey, Director of School, Parent and Community Services, The Broadoaks School, 13406 Philadelphia St., P.O. Box 634, Whittier, CA. 90608. Send inquiries and electronic submissions to kpompey@whittier.edu

Whittier College is an AA/EOE employer. Position will be filled pending funding.     


SUPPORT SPECIALIST
(Whittier Law School Campus- Costa Mesa, CA)

Whittier Law School seeks qualified candidates to support the Law School’s administrative computing applications systems, and to provide user and technical support of the systems, including end-user consulting, process development, reporting and training.  The successful candidate will provide this support for various Law School departments. The position reports to the Director of Library and Information Services.

Position Description and Qualifications
The Applications Support Specialist maintains the administrative computing system in collaboration with the Law School and the Whittier College Information Technology staff.  The successful candidate will create user and access records as needed; determine end-user data processing requirements; and answer questions and resolve user problems related to report-writing.  Using his or her technical expertise, the Applications Support Specialist will develop, maintain, and modify applications programs used to support administrative offices.  He or she will provide telephone, remote and on-site support.  The successful candidate will maintain currency in new developments related to applications systems.  He or she will assist with and participate in implementation of administrative software.

The successful candidate will hold a bachelor’s degree or equivalent, and must have at least 1-2 years’ experience with report-writing applications such as MS Access or Argos and experience with the Ellucian Banner platform, a student information system used by academic institutions.  Experience with Luminis, a web-based system is highly desirable;  familiarity with SQL,  a relational database such as Oracle, and Moodle, an open-source learning platform, is preferred.  Moodle training will be provided; and Luminis training, if necessary, may be provided for an otherwise qualified candidate.  He or she must possess exceptional interpersonal, written and oral communication skills.  The successful candidate must be highly motivated and solution-oriented and possess a high degree of integrity, ethics, attention to detail and time management, and dedication to the mission of Whittier Law School and Whittier College.  Salary is commensurate with experience and qualifications.

To Apply:
All applications should include a resume, a letter of interest and at least three references. Please submit required documents or send inquiries to Hugh J. Treacy, Interim Director of Library and Information Services, Whittier Law School, 3333 Harbor Boulevard, Costa Mesa, California 92626, htreacy@law.whittier.edu  (714-444-4141, ext. 494).

About Whittier Law School
Whittier Law School is located in Orange County, in the City of Costa Mesa, California.  The Law School was founded in 1966 as Beverly College School of Law.  In 1975, Beverly College School of Law joined Whittier College, a nationally recognized liberal arts college, forming Whittier College School of Law. The American Bar Association awarded accreditation in 1978, followed by admittance to the Association of American Law Schools in 1987.  In 1997, Whittier Law School moved to its 14-acre campus in Costa Mesa.

Whittier Law School is an Equal Opportunity Employer and does not discriminate against employees or applicants on the basis of race, color, religion, ancestry, national origin, age, gender, marital status, pregnancy, sexual orientation, mental or physical disability, medical condition, citizenship, or any other characteristic protected by State or Federal Law.


POOL OF ELIGIBLE TEMPORARY STAFF (P.O.E.T.S.)

Temporary and On-Call assignments are periodically available in various departments of the College. Varying levels of experience, skills, knowledge, and abilities in secretarial and clerical work desirable. Candidates must be available on short notice and be flexible regarding duties and scheduled work hours. Qualified candidates interested in this opportunity are welcomed to send resume and cover letter to whittierjobs@whittier.edu.