Job description

Position Details

Position Information

Vacancy ID S2385 Job Title ADMINISTRATIVE ASSISTANT - ENGAGEMENT AND CONSTITUENT RELATIONS Department Engagement and Constituent Relations School/Parent Organization College Relations and Advancement Parent Org Division College Relations and Advancement Division Employment Category Fulltime-Regular Anticipated start date 01/21/2019 If temporary, expected end date Hours per week 37.5 Weeks Per Year 52.2 Normal Start Time 8:30 AM Normal End Time 5:00 PM Position/Job Summary

Provide administrative and operational support for the director of Engagement and Constituent Relations and the associate directors. Prepare and process routine correspondence including event communications, acknowledgment letters, scholarship notification letters, stewardee contact letters, and other documents; provide assistance with entry and assimilation of data and preparation of fund reports. Maintain files and process a variety of college procedural and operational forms. Assist with organizing events and provide staff support at events as necessary. Schedule appointments, arrange meetings, and make travel arrangements. Serve as an administrative user of the online alumni community (iModules), and provide support for constituent communications to include web, email, and social networking. Assist with internal and external advancement events.

Position/Job Responsibilities

1.Provide administrative support to the Director of Engagement and Constituent Relations and the associate directors, to include composing and preparing letters, gift acknowledgments, communications associated with the scholarship award process, fund reports and event communications such as broadcast emails, and printed invitations. Research and prepare informational materials and documents.

2.Maintain calendars, and schedule appointments and meetings as requested. Prepare meeting materials, reserve meeting space, and arrange for meals and refreshments as needed. Manage meeting responses.

3.Serve as an administrative user responsible for updating and maintaining iModules, the online alumni community. Assist alumni, students, and staff in using the online community; post events and send broadcast e-mails through iModules. Serve as administrator for social media and networking systems and mentoring program platforms and provide assistance to alumni, students and staff in using the online community system; respond to e-mail and telephone inquiries or refer to the appropriate office when necessary.

4.Develop and demonstrate a multicultural awareness and contribute to cultivating an inclusive, diverse and respectful College community. Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.

5.Provide assistance in planning for engagement and constituent relations events to include establishing event data in appropriate systems, processing invitations, managing responses and follow-up calls, coordinating briefing and de-briefing meetings, and preparing on site materials such as name tags and place cards. Assist with staffing events as needed. Serve as a point of contact for acknowledgments. Welcome visitors and provide information or direction as appropriate. Answer telephone; take messages and reply to questions in accordance with general instructions. Transmit instructions or information to and from staff members, students, faculty or other individuals. Screen in-coming correspondence, compose replies, and monitor and respond to department email account(s) as appropriate. Support Assistant to Assistant Vice President in providing customer service to event invitees and guests.

6.Provide support and assistance to the associate directors around event logistics to include facilitating communications and paperwork, with divisional and cross-campus partners as appropriate. Staff events as appropriate.

7.Assist with posting event information and developing on-line event registrations; send broadcast emails; assist with invitations, programs, attendance tracking and nametags; developing briefing materials and post-event surveys. Assist with event logistics, including invitation, printing, production, and mailing list preparation.

8.Work with and support the Assistant to the Assistant Vice President, who serves as the guest relations manager, ensuring relevant information about department events is available in a timely fashion.

9.Maintain records in Advance through timely and accurate entry of data as appropriate. Use Advance to prepare lists and reports, and compile information as requested.

10.Assist with the documentation of gifts, working with the Director of Engagement and Constituent Relations. Assist with program support as needed and directed.

11.Order and maintain office supplies and receive, process, and dispatch work order requests.

12.Participate in training and scheduling student assistants. Partake in training and orientation of new staff or temporary workers as directed.

13.Recommend to supervisor methods for improvement of workflow and other departmental service/operational enhancements. Assist in ensuring confidentiality and security of office facilities and records.

14.Assist in hiring, training, scheduling and providing guidance to student employees as directed.

15.Participate in and support other events sponsored by the Division of College Relations and Advancement.

16.Perform other duties as assigned.

Position/Job Qualifications

Associates degree and a minimum of three years previous office experience or the equivalent combination of education and experience; in-depth knowledge of various word processing, spreadsheet and database software applications, excellent attention to detail, strong organizational, interpersonal and communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment. ability to prioritize projects, handle multiple tasks and meet deadlines are required. Previous experience working in a college or university setting is preferred.

EEO Statement

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

Instructions for submitting your application:

Interested applicants must apply online at and attach a resume, cover letter and list of three professional references. Questions about online application should be directed to the Office of Human Resources at (607) 274-8000. Screening of applications will begin immediately.

Work authorization (select one): Visa sponsorship is not provided for this position Department description College Description

At Ithaca College, a comprehensive residential campus community of 6,500 students, we strive to be at the forefront of the higher education landscape. We offer a distinct integrative learning experience that makes students ready for the personal, professional, and global challenges of our age.

We seek candidates who embrace integrative learning and want to be a part of this exciting time in Ithaca College history. We encourage creative collaboration and innovation in our faculty and staff, providing support and resources for them to grow in their fields and lead students to their own innovative ideas and achievements.

We welcome different ways of thinking and look for candidates with unique points of view and life experiences. We are inclusive of individuals with a wide range of cultural, personal, and professional backgrounds, talents, and skills. Our campus is a vibrant and rewarding community where diverse minds can learn, succeed, and excel.

When reviewing candidates, we are looking for indicators of a number of core competencies. Prospective candidates must be adaptable, collaborative, inclusive, respectful, responsive, results driven, and sustainable. They must communicate effectively, demonstrate leadership, exhibit professional integrity and ethics, take initiative, value personal and professional development, and show that they will engage in the college.

Nestled in the heart of New York State’s scenic Finger Lakes region, Ithaca College sits atop South Hill overlooking picturesque Cayuga Lake and is just minutes away from the city center. Combining small town warmth and charm with the vibrancy of a college community, the thriving and culturally diverse city of Ithaca has been rated by Kiplinger’s as one of the top 10 places to live in the United States.

To learn more about Ithaca College, visit us at

Market Hiring Range $16.75 to $17.75 FLSA Status Non-Exempt Is this position eligible for benefits? Yes Quick Link Documents Needed to Apply Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Reference List
Supplemental Questions

Required fields are indicated with an asterisk (*).




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Job No:
Posted: 2/14/2019
Application Due: 2/22/2019
Work Type: