Administrative Assistant for Student Experience

Job description

Date: March 19, 2018  
Title: Administrative Assistant for Student Experience

Description:  Under the direction of the Director of Campus Activities, the Administrative Assistant for Student Experience is responsible for providing administrative assistance to the Director and Associate Director of Campus Activities, Director of Intercultural Affairs, and Coordinator of Health Promotion.  The administrative assistant will be responsible for the day-to-day operational functions of these Student Experience offices, including all aspects of reception/customer service, Student Senate club financials, and work-study supervision and project management.  This position exists to support the departmental needs associated with finance; mentoring budgets, preparing forms, reconciling accounts, purchasing, credit card statements, and travel advances.


General administrative support to Director and Associate Director of Campus Activities, Director of Intercultural Affairs, and Coordinator of Health Promotion. Serve as receptionist for the offices, answer phones, monitor departmental email accounts, and manage staff calendars/setup appointments.  Monitor departmental purchases, deposits, material requisitions, check requests, purchase orders, credit card reconciliations, travel expenses and arrangements.  Manage Datatel Informer reports and data entry. Assist with special projects and serve on committees as requested. Manage website updates on a regular basis.  Maintain office management (mail distribution, ordering supplies, etc.).

Financial - Student Activities Fund.  Manage Student Senate/clubs general and agency accounts in Hartlink and reconcile through WebAdvisor. Direct interaction with club leaders and issuances of Travel Advances, Petty Cash, credit cards, and Wal-Mart cards. Serve as primary liaison to Department of Finance, and ensure proper execution of College expectations/policies related to spending and fund management. Purchase items for student organizations and manage travel arrangements. Coordinator Senate Van reservations, registration, inspect and vehicle maintenance. Process check requests for payments on Annual contracts related to Oneonta Public Transit and Engage (Hartlink).

Work Study. Serve as the primary supervisor to work-study and summer employees, with responsibility to train, manage task assignments, schedule coverage, management time cards, etc. Reception and Dewar Union Information Desk. Projects supporting Campus Activities, Health Promotion and Intercultural Affairs. Flyer and poster distribution. Bulletin Board marketing, promotion and passive education as directed. Community vendor and tabling reservations and coordination as directed by the Director of Campus Activities. Manage Harlink event updates.

Intercultural Affairs & Health Promotion. Proofing documents. Assist with event coordination as requested. Datatel data entry.


Minimum requirements for this position are an Associate’s degree (Bachelor’s degree preferred) and at least three years’ experience preferably in a fast-paced office environment.  Strong budget management and accounting experience is required. Demonstrated knowledge of Windows based computer software is required and past experience working with college student groups, Microsoft Office, WebAdvisor, Hartlink, and Datatel is preferred.

Excellent written and verbal communication skills, strong multi-tasking and time management skills, customer service focused and comfort interfacing with a diverse community are all required. These offices are extremely busy and require an individual with proven experiences in handling confidential materials, multi-tasking, and handling sensitive situations in a calm, thoughtful and professional manner. Strong proofreading, attention to detail, and follow through skills are essential as well as flexibility, a positive attitude, and the ability to work efficiently in a busy environment while handling multiple priorities. Candidate must be able to manage deadlines, work independently, and function as a solid team member. A successful candidate will be comfortable taking initiative, but also knows when to ask for help.

Hartwick College Information:

An independent, residential liberal arts college enrolling approximately 1,400 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority, and seeks to recruit, retain and promote a diverse workforce. 

Located in the scenic Susquehanna River valley in Oneonta, NY, near the northern foothills of the Catskill Mountains, the College features a Liberal Arts in Practice curriculum and aspires to "be the best at melding liberal arts education with experiential learning."  

Hartwick offers health benefits to domestic partners of employees, and prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression.  Hartwick is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.”  Women, minorities, and other underrepresented groups are especially encouraged to apply.  

Hartwick College is committed to provide a safe and secure educational environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.  

Application Instructions:

Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process. To apply, please submit two single pdf copies of your application materials. One of these copies should have any and all reference to your name redacted. The other copy should leave any reference to your name intact. Both copies should be inclusive of the content below.

  • cover letter
  • resume
  • Diversity Statement – a statement addressing how past and/or potential contributions to diversity will support Hartwick College’s Diversity Statement (
  • and the names and contact information for three references (at least one of your references must be from a current and/or previous supervisor) 

All materials should be sent electronically to Jarvis McCowin, Coordinator of Inclusion, at [email protected] with [Position Title] in the subject line. Applications may also be mailed to the Office of Human Resources, Hartwick College, P.O. Box 4020, Oneonta, NY 13820 or faxed to 607-431-4329. Review of applications will begin immediately and continue until the position is filled.

To see an example of a redacted resume, please visit the following (




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Job No:
Posted: 3/19/2018
Application Due: 5/18/2018
Work Type: