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Administrative Coordinator
2 months ago
This is a dynamic and collaborative role that provides administrative support to the Office of Student Engagement at Ithaca College. The successful candidate will work closely with the Office of Student Engagement team to provide innovative and collaborative learning opportunities that empower all students to feel a sense of belonging, explore their passions, and make a difference.
Key Responsibilities- Provide administrative support to the Office of Student Engagement professional staff, including maintaining department databases, compiling and filing information, and preparing reports for staff members' reference and use.
- Manage office operations daily, overseeing 12 student assistants at the front desk who help to provide excellent customer service, coordinate schedules and meetings for all OSE staff, schedule meetings and appointments, handle phone calls, monitor department e-mail accounts, and redirect to appropriate individuals or departments.
- Participate in hiring, training, and providing guidance to department staff as necessary, assist with the hiring, training, scheduling, and supervision of student workers, and assist with monitoring and evaluating student work performance for accuracy and completeness to ensure compliance with Office of Student Engagement and College standards.
- Oversee the campus solicitation process, including approving postings on bulletin boards and LCD screens in the Campus Center, and managing reservations for outdoor quads, flagpole, and tabling in Campus Center. Work with campus partners to update college solicitation policies as needed.
- Aid the Student Engagement staff in maintaining and reconciling accounts, process checks, prepare bills, and administer credit card purchases. Manage all financial obligations for Student Engagement related programs and events. Develop and maintain databases to track information, enter and reconcile data, and prepare reports. Maintain credit card statements and related documents for Student Engagement accounts.
- Prepare materials and manage reservations for transportation, facilities, meals, and/or refreshments and other logistics for all activities offered through OSE, including all leadership retreats and service programs.
- Order and maintain office supplies, oversee room reservation requests, duplicating requests, and advertising requests for programs. Initiate requests for routine maintenance and equipment repair.
- Develop and maintain a Key Access System to monitor and track the distribution of keys to all Student Engagement and Student Leadership Consultant staff, and all student organizations. Administer annual contracts for the Student Activities Center.
- Assist in overseeing the travel for Student Engagement staff, provide administrative support for travel arrangements such as airfare, lodging, registration fees, college vehicle reservation, and when applicable, billing. Develop and implement policies and procedures ensuring compliance with College policies. Complete travel reports for staff travel expenditures.
- Assist in administering the Ithaca College Engage site that manages student involvement in organizations and sport clubs, leadership and service programs, scholarship programs, residential learning communities, departmental communications, and more. Update and maintain websites as appropriate.
- Manage Student Engagement front office and Student Activities Center departmental assets, including coordination of ITS renewal periods. Oversee departmental accounts such as Mentor access and listservs, including updates and passwords.
- Assist with the coordination of application/selection process for the Jumpstart program, Peggy Ryan Williams Award for Academic and Community Leadership, and OSE awards and scholarships.
- Attend staff meetings and student staff training sessions. Recommend to supervisor methods for improvement of workflow and other departmental service/operational enhancements. Implement approved recommendations. Assist in ensuring confidentiality and security of office facilities and records.
- Participate in the overall budget planning process for the Student Engagement department. Participate in establishing and implementing the Student Engagement long and short-term goals and objectives.
- Represent the office as an active member of campus-wide or division-wide committees and task forces as appropriate. Participate in workshops and conferences as necessary and appropriate.
- Assume duties of other office support staff in absence of same or as directed. Participate in and coordinate special projects as assigned.
The successful candidate will possess an Associate's degree and a minimum of 2 years previous office experience, or the equivalent combination of education and experience. The ideal candidate will have excellent organizational, interpersonal, written, and verbal communication skills, demonstrated proficiency in the use of various word processing, spreadsheet, and database software applications, ability to process sensitive and confidential information, previous experience maintaining and monitoring departmental budgets and expenditures, strong attention to detail, and ability to prioritize projects. Ability to provide customer service and program management training to student assistants, some supervisory experience, previous experience working with on-line information systems, on-line corporate calendars, and experience working in a college or university setting is preferred.
This is a full-time position, 52 weeks per year.
