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Company Name:
Approximate Salary:
Not Specified
Hamilton, New York
United States
Position type:
Full Time
Experience level:
3-5 Years
Education level:
Associate Degree

Administrative Assistant for Administrative Advising

This position provides comprehensive administrative support to the administrative deans in the Deans' Office and the programs they support, including international student services and undergraduate scholars programs.

Responsibilities 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.

Responsibilities include frequent interaction with students, faculty and parents, and working with sensitive and confidential information.

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.

- 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.

Professional Experience/Qualifications
- Three to five years of relevant job experience is required, or a combination of education and experience from which comparable skills are acquired.
- Other requirements include: Office administration experience; excellent interpersonal, organizational and communication skills; demonstrated experience with Microsoft Office Suite, and data management skills.
- Must be capable of creating and maintaining productive and collegial working relationships with a culturally diverse group of faculty, staff, students, parents and visitors on a daily basis.
- 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.

Preferred Qualifications
Three or more years of administrative experience is preferred.

EEO Statement
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 Veteran Status, sexual orientation and gender identity and expression, genetic information, victims of domestic violence and stalking, familial status, and all other categories covered by law. This policy shall apply to all employment actions, including but not limited to recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation and selection for training at all levels of employment. Colgate University will not discharge or discriminate against employees or applicants who inquire about, discuss, or disclose their own compensation or the compensation of another employee or applicant. Colgate University is an Equal Opportunity Employer. Minorities/Females/Persons with Disabilities/Protected Veterans are encouraged to apply.

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