Responsibilities include coordination of the daily and ongoing operations of a division or function. Serves as a lead with other support staff within the division. Responsible for developing work procedures and maintaining quality control and ensuring deadlines are met.
Specific accountabilities include: greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the division/function; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of division/function; 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 division, which may include researching services and pricing, processing quotes, creating PO's and requisitions and submitting for timely payment.
Maintain divisional records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.
Responsible for divisional/function communication to include: website maintenance, newsletters, posters, invitations, etc.
Responsible for all aspects of planning and execution of divisional/function events and functions, including travel arrangements.
Monitor divisional/function budgets and report on status, variances, and potential issues.
Responsible for building and/or room scheduling and service requests, as required.
Responsible for oversight of 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 other responsibilities, special projects, committees and other work unique to the department, division or function, as assigned.
- A minimum of two years of administrative experience with progressive responsibilities is required - Capable of maintaining confidentiality when working with sensitive documents and information - Proven ability to work with limited supervision - Must be detail oriented - A flexible mindset with the ability to manage multiple tasks, priorities, and time-sensitive matters - Solid skills and experience with Microsoft Office Suite, in order to compose correspondence, create spreadsheets, develop and print reports, record and arrange data, maintain databases, create presentations, and cull and consolidate data for reports - Familiarity with Google platforms, particularly Gmail, Google calendar, Google docs, and Google drives - Effective verbal and written communication skills - Strong customer service skills with the ability to professionally coordinate with multiple stakeholders - Excellent public-facing skills as this position interacts with all visitors to the PDOF Office - Prior experience with travel and event logistics and maintaining multiple calendars - Strong aptitude for seeking out higher education industry knowledge, as well as Colgate University organizational, systems, and process knowledge - Must be capable of working collegially with diverse groups of faculty, staff, students, and community members
An Associate's degree or a combination of education and experience from which comparable skills are attained is required.
A Bachelor's degree is preferred.
Colgate has a diverse student, faculty, staff, and alumni population representing a variety of races, gender identities, social economic status, sexual orientations, languages, national origins, etc. Our Diversity, Equity & Inclusion Plan presents a framework for continuing the creation of an inclusive campus and engaging the Colgate community in this effort in the years ahead.
Please describe how you have or would connect and work with a diverse community. The statement can be any length (e.g. paragraph or a page).
You can upload the statement under the Diversity Statement document heading.
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.
Internal Number: 3377
About Colgate University
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.