This position, working in partnership with a second Administrative Assistant, provides comprehensive administrative support for several Assistant Deans for Administrative Advising as well as the Associate Dean for First and Second-Year Experience and Community Development. The Administrative Assistant will also support other programs, as needed, in the [email protected] Program and for the Office of International Student Services (OISS). Supporting programs such as New Student Engagement and Orientation, and the Office of Fraternity and Sorority Advising, this Administrative Assistant has the opportunity to contribute meaningfully to the student experience, to engage regularly with students, and to work in partnership with a talented group of professional directors, assistant and associate deans, and senior leadership with the Office of the Dean of the College. Responsibilities include coordination and management of the daily operations of the Office of Administrative Advising, in addition to needs specific to each program.
Specific accountabilities include coordination of the daily operations of the department. Specific accountabilities include: greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the department; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of department; coordinate with vendors and service providers; assist with onboarding new employees; and maintain adequate office supplies and other material required for the operation of the department, which may include researching services and pricing, processing quotes, creating PO's and requisitions and submitting for timely payment.
Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.
Responsible for departmental communication to include: website maintenance, newsletters, posters, invitations, etc.
Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.
Monitor departmental budgets and report on status, variances, and potential issues.
Responsible for building and/or room scheduling and service requests, as required.
Coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time entry.
May be responsible for the timely and efficient execution of special projects, additional activities, committees and other work unique to the department, division or function, as assigned.
This position has been designated as a Campus Security Authority (CSA), in accordance with the federal statutory requirements of the Jeanne Clery Act. CSAs are required to and responsible for reporting allegations of crimes they receive from students and employees to the Campus Safety Department.
- A minimum of one year of administrative experience with progressive responsibilities is required. - A detail-oriented approach is required. - Must be able to schedule and coordinate meetings and other events. - Must be able to work well in a high foot traffic area. - Flexibility and the ability to manage multiple tasks and priorities is crucial. - Must have solid judgement and be capable of strong communication and problem-solving. - Solid skills and experience with Microsoft Office Suite as well as the ability to cull and consolidate data for reports. Demonstrated Google docs experience. - Excellent verbal and written communication skills and a high regard for detail are required. - Strong customer service experience and the ability to professionally greet staff, visitors and students, serve as a resource and coordinate requests with multiple stakeholders. - Must be capable of working collegially with diverse groups of faculty, staff, students and community members.
Three or more years of administrative experience is preferred.
A minimum of an Associate's degree is required, or a combination of education and experience from which comparable skills are attained.
A Bachelor's degree is preferred.
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.
Colgate University is a highly selective residential liberal arts institution distinguished by academic excellence and interdisciplinary inquiry. Located on a beautiful campus in upstate New York, Colgate takes pride in the active engagement of its students and faculty in local, national, and global communities.