Posting Details

Position Information

Job Category Support Staff Position Title Administrative Assistant, Employer Relations Full Time/Part Time Full Time Division Institutional Advancement Division Department Career Services Department Statement

The administrative assistant will coordinate the daily operations of Career Services’ employer relations (ER) team and provide administrative support for Career Services’ Summer Funding initiatives, ensuring efficient execution of administrative procedures and processes central to Career Services’ employer development efforts.

Accountabilities

Responsibilities include coordination of the daily operations of the department. Specific accountabilities include:

Greet visitors and ensure reception area creates a welcoming environment.
Populate, track, and manage data in internal CRM systems as part of team’s strategic outreach and cultivation of employer and alumni/parent contacts.
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 on boarding new employees.
Coordinate with vendors and campus partners to ensure execution of recruiting processes and to troubleshoot technical difficulties.
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.

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.

Manage recruiting and staff calendars and correspondence, with an eye to anticipating and resolving conflicts.

Coordinate staff travel arrangements and itineraries, including organizing visit logistics and post-trip follow-up correspondence.
Maintain adequate office supplies and other materials required for the operation of the department. This may include researching services and pricing, processing quotes, creating PO’s and requisitions and submitting for timely payment.

Responsible for maintaining departmental communication and to respond in a timely manner to requests from employers, colleagues, and students for information and resources.

Technical Competencies

Name Office Productivity Description

Demonstrated ability to effectively utilize all university productivity applications (e.g. MS Office, Concur, EMS, CMS, and Google) to include: collecting, updating, formatting and organizing moderately complex data such as sorts, filters, charts, pivot tables, all basic to intermediate level formulae, table of content formatting, mail merges, track changes and other similar features. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts and email correspondence for department staff.

Technical Competencies

Name Event Planning Description

Demonstrated ability to plan, manage, coordinate or oversee events requiring a high level of coordination and collaboration. Demonstrated ability to source and negotiate favorable contract terms and service delivery from vendors. Demonstrated ability to effectively produce and manage RSVP lists and special requests of participants. Demonstrated ability to communicate all aspects of planning events. Demonstrated ability to quickly, efficiently and inexpensively alter plans.

Technical Competencies

Name Travel Logistics Description

Demonstrated ability to effectively create travel plans involving multiple modes of transportation, destinations and lodging. Demonstrated ability to quickly, efficiently and inexpensively alter travel plans and itineraries. Demonstrated ability to consistently stay within university travel restrictions and guidelines.

Technical Competencies

Name Technical Data Systems Description

Demonstrated ability to utilize relevant data systems/software, e.g. Enterprise Resource Planning tool (Banner), Business Intelligence (Tableau). Demonstrated ability to enter, manipulate, query and export all data sets used in day-to-day situations. Demonstrated ability to use all day-to-day and core functionality of all relevant systems.

Technical Competencies

Name Administrative Procedures Description

Demonstrated mastery of commonly used Colgate and divisional/functional administrative policies and practices. Has knowledge sufficient to follow administrative procedures and processes that are most critical to the department. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create desktop aids or guides in the execution of common administrative procedures and processes. Demonstrated ability to effectively pull together sensitive and moderately complex data and information into an organized and cohesive product.

Technical Competencies

Name Customer Service Description

Demonstrated ability to create welcoming and professional environment for guests. Demonstrated ability to use positive communications. Demonstrated ability to listen, respond effectively and follow up appropriately on administrative inquiries, while being mindful and attentive to feedback. Makes use of specialized knowledge to assist others in resolving problems. Identifies opportunities for improving customer service methods.

Technical Competencies

Name Domain-Specific Skills Description

As required by each department, division or function, employee may be required to have unique skills or knowledge relating to work specific to that department, division or function. These skills should be consistently demonstrated by the employee.

Behavioral Competencies

Name Personal Accountability for Results Description

Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.

Behavioral Competencies

Name Effective Communication Description

Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.

Behavioral Competencies

Name Problem Solving and Decision Making Description

Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.

Behavioral Competencies

Name Change Management Description

Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.

Behavioral Competencies

Name Leadership and Teamwork Description

Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.

Behavioral Competencies

Name Creativity and Innovation Description

Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.

Behavioral Competencies

Name Diversity and Inclusion Description

Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.

Behavioral Competencies

Name Sustainability Description

Understands the impact of decision making and personal behavior in achieving the university’s commitment to a sustainable and carbon-neutral campus; supports and advances the university’s sustainability initiatives; influences others to use sustainable practices.

Requirements

Professional Experience/ Qualifications

- Minimum of two (2) years of office experience with a high degree of autonomy required or the equivalent combination of education and experience.
- Strong interpersonal and customer services skills to provide the quality of services expected by students, parents, alumni, campus colleagues, human resources professionals, and corporate executives.
- Ability to exercise tact, discretion, diplomacy, and confidentiality.
- Skilled in data compilation and comfort with basic analysis.
- Strong written communication skills; excellent proofreading, grammar, and spelling skills.
- Versatile team player, self-starter who is able to exercise good judgment, anticipate needs, make independent decisions, and solve problems.
- Able to balance multiple priorities with dealing with frequent interruptions.
- Extremely well-organized and detail oriented, with excellent follow-through ability.
- Ability to work in a fast-paced environment.
- Demonstrated initiative, enthusiasm, and diligence.
- Highly proficient with computer applications (i.e. Word, Excel, and Google Apps) and willingness to master department specific software applications.
- Must be capable of working collegially with a diverse group of faculty, staff and students on a daily basis.

Preferred Qualifications Education

- High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.

Certifications Physical Requirements Other Information Posting Detail Information

Requisition Number 2019S049P Temporary No Work Schedule

8:00 am-4:30 pm

Job Open Date 02/27/2019 Job Close Date Open Until Filled Yes Special Instructions Summary 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 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.

Clery Act Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you currently a Colgate employee?
   • Yes
   • No
2. * Have you ever been a Colgate employee?
   • Yes
   • No
3. * Are you at least 18 years of age?
   • Yes
   • No
4. * Please let us know how you heard about this position.
   • Albany Times Union
   • Binghamton Press & Sun
   • BlackCoachesinSports
   • Careerbuilders.com
   • Cazenovia Republican
   • Centralnewyorkhelpwanted.com
   • Chronicle of Higher Education
   • Chronicle of Philanthropy
   • Colgate Employee
   • Colgate Website
   • CoSIDA
   • Diverse Issues of Higher Education
   • HERC (Upstate New York HERC)
   • HigherEdJobs.com
   • Indeed.com
   • InsideHigherEd.com
   • LinkedIn
   • Mid-York Weekly
   • NACWA
   • naviGATE
   • NCAA News
   • Norwich Evening Sun
   • Oneida Daily Dispatch
   • Sherburne News
   • Studentaffairs.com
   • Syracuse Post Standard
   • Utica Observer Dispatch
   • Waterville Times
   • WomenLeadersinCollegeSports.com
   • Other
5. If you selected "Colgate Employee" or "Other" for how you heard about this position, please provide the employee's name or where you heard about/saw the position.

   (Open Ended Question)

Applicant Documents Required Documents

1. Resume
2. Cover Letter

Optional Documents