Posting Details

Position Information

Job Category Support Staff Position Title Senior Administrative Assistant to Vice President for Institutional Advancement Full Time/Part Time Full Time Division Institutional Advancement Division Department Institutional Advancement Department Statement

The Senior AA supports the work of the Vice President by coordinating, organizing, and executing administrative tasks for the advancement team. Proactively organizes VP’s schedule and travel arrangements and is responsible for high-level correspondence and logistical support, expense monitoring and reconciliation, coordinating meeting agendas and technical logistics, and special projects including activities such as preparing presentations, compiling reports, and planning large team gatherings. Serves as a central liaison between the VP and senior leadership across the division and other constituents. Works closely with the Office of the President in coordinating advancements specific efforts for the University President, including travel meetings, and related briefings. Anticipates needs with respect to the VP’s fundraising efforts with donors, Board of Trustees and alumni, while proactively problem solving and/or independently handling issues. Serves as a liaison with internal colleagues and external partners, providing an integral component of the VP’s relationship management, while promoting a culture of inclusion and responsiveness through customer-centric support.

Accountabilities

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 training others. Responsible for distributing work to others, 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.

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 Team Leader Description

Demonstrated ability to plan and coordinate the activities of other support staff within the division in a timely and effective manner. Demonstrated ability to develop clear work procedures and training processes. Demonstrated ability to actively seek input and involve group members in divisional processes. Develops and uses collaborative relationships to facilitate the accomplishment of work goals.

Technical Competencies

Name Domain-Specific Skills Description

Demonstrated ability to serve as an ambassador to external constituents such as alumni, parents, friends, government officials, donors, and members of volunteer groups including the Board of Trustees, Alumni Council, and Parents’ Steering Committee.

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

- A minimum of three years of administrative experience with progressive responsibilities is required.
-Requires keen interpersonal skills and exceptional judgment to facilitate collaboration and communication among diverse groups while exercising discretion and judgement with respect to confidential documentation.
-Ability to multi-task, adapt to changing priorities.
-Demonstrated excellent written (including editing and proofreading) and oral communications skills, including the ability to deal effectively with a wide range of constituencies, both internal and external.
- Proven ability to produce tasks in accurately and on time.
-Advanced proficiency with MS Office (Word, Excel, and PowerPoint).
-Demonstrated planning and organizational skills.
-Requires a high level of professionalism and discretion.

Preferred Qualifications

-Previous experience in an executive administrative support role in the not-for-profit sector or an academic or research institution involved with fundraising, development, and/or alumni relations, preferred.
- Experience with coordinating complex travel arrangements, managing complex scheduling/calendars.
-Experience with drafting professional correspondence.
-Experience with Raiser’s Edge.

-A Bachelor’s degree is preferred, or a combination of education and experience from which comparable skills are attained.

Education

A minimum of an Associate’s degree is required.

Certifications Physical Requirements Other Information Posting Detail Information

Requisition Number 2019S065P Temporary No Work Schedule Job Open Date 05/06/2019 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

CAMPUS CRIME REPORTING AND STATISTICS
The Campus Safety Department will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. To obtain a copy, contact William Ferguson, Clery Compliance Coordinator via e-mail at wferguson@colgate.edu. You may also access the report from the Campus Safety web page at: www.colgate.edu/offices/support/campussafety.

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