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ADMINISTRATIVE ASSISTANT - TECHNICAL OPERATIONS

Employer
Ithaca College
Location
Ithaca, NY

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Job Details

Position Details

Position Information

Vacancy ID S2437 Job Title ADMINISTRATIVE ASSISTANT - TECHNICAL OPERATIONS Department Technical Operations School/Parent Organization Communications Parent Org Division Provost and Academic Affairs Division Employment Category Fulltime-Regular Anticipated start date 07/08/2019 If temporary, expected end date Hours per week 37.5 Weeks Per Year 52.2 Normal Start Time 09:00 Normal End Time 17:30 Position/Job Summary

Perform a variety of administrative and operational duties in support of Technical Operations, the Ithacan newspaper, Park Productions and the ICTV Television and WICB/VIC Radio stations, within the Roy H. Park School of Communications. Provide assistance in developing and/or maintaining departmental budgets and financial matters. Order, track, and reconcile capital equipment expenditures for the Park School. Provide assistance in the assimilation of data and preparation of reports. Maintain departmental files and records and process a variety of College procedural and operational forms.

Position/Job Responsibilities

1.Provide financial, budgetary and administrative support to the Director of Technical Operations, the Student Media Adviser of The Ithacan, the Manager of Park Productions, the Manager of Television & Radio and the Financial Operations Manager. Serve as point of contact for all departments; answer general inquiries; arrange meetings; communicate information. Monitor, verify, and reconcile expenditures of budgeted funds and purchases in Parnassus and IC Marketplace. Create purchase orders, and generate necessary transactions to complete payments to vendors. Maintain files, and provide updated information, data and reports as required or requested.

2.Work with the Director and staff of Technical Operations to place all capital equipment orders. Solicit bids for items once specifications are known; interact with vendors; input orders into Parnassus and IC Marketplace and work with the college Purchasing department to ensure orders are placed with vendors. Track and receive orders, process invoices to generate payment. Troubleshoot and resolve all billing questions and problems. Prepare reports on status of capital equipment expenditures for Director of Technical Operations.

3.Work with the Director of Technical Operations and the Technology Planning Committee on all capital equipment requests for the School. Compile information, record minutes from TPC meetings and distribute minutes to TPC committee.

4.Assist with monitoring and maintaining capital equipment inventory files. Work with Risk Management to ensure equipment inventory records are up-to-date for insurance purposes.

5.Provide budgetary and financial assistance to the Manager of Park Productions for all projects. Correspond and submit invoices to on and off campus venues; deposit payments and track for billing purposes; order supplies; provide budgetary reports as requested.

6.Add and approve travel authorization requests and process electronically. Enter and process expense reports with all receipts after travel is completed by staff.

7.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.

8.Record and maintain electronic card key system and manage access for doors in the Park School. Maintain database and issue/retrieve all metal keys for doors in the Park School.

9.Order and maintain a sufficient inventory of office supplies for Technical Operations, Park Productions, The Ithacan newspaper, ICTV, WICB and VIC Radio.

10.Assist the Facilities and Portable Equipment Manager with WebCheckout and 25 Live (Homer/College scheduling system that updates Park Hall classroom schedules), and serve as back-up when necessary.

11.Process time report forms for student employees. Input student information online into Parnassus to generate time sheets; work with Financial Aid to ensure students are eligible to work on campus. Track student wage budgets and provide reports on usage.

12.Maintain files and records for radio station administration to include license applications, and track when licenses expire or are up for renewal. Assist engineers with maintenance records to include filing equipment manuals, web check-out service requests, and service histories on equipment.

13.Work with Director of Technical Operations on building maintenance. Submit work orders online to college Facilities; follow up to ensure work completed in timely manner.

Position/Job Qualifications

Associates degree and a minimum of 3 years relevant office experience or the equivalent combination of education and experience; experience maintaining and monitoring departmental budgets and expenditures; good record keeping skills; 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 work independently with minimum supervision; ability to maintain confidentiality; and the ability to prioritize projects, handle multiple tasks, and meet deadlines required. Knowledge of College policies and procedures, and previous experience working with an online student and financial information system at a college or university 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 http://ithaca.edu/jobs/ and attach a resume and cover letter. 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 http://ithaca.edu

Market Hiring Range $16.20 to $20.00 FLSA Status Non-Exempt Is this position eligible for benefits? Yes Quick Link http://ithaca.peopleadmin.com/postings/16111 Documents Needed to Apply Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation
  2. Reference List
Supplemental Questions

Required fields are indicated with an asterisk (*).

Organization

Ithaca College is a private residential college in the scenic Finger Lakes region of upstate New York. Located in one of America’s top college towns, IC boasts a lively and sophisticated residential community that takes full advantage of its stunning natural backdrop and a local community rich in arts and culture.

At Ithaca College, faculty and staff work together to make students ready for success in an evolving world. Challenging academic programs promote critical thinking and hands-on learning, and students work closely with experienced and accomplished faculty on innovative research and enlightening coursework. Ithaca’s new strategic plan, IC 20/20, positions the college to offer a truly distinct integrative learning experience.

From its founding in 1892 as the Ithaca Conservatory of Music, Ithaca College has had a distinguished history of interweaving the threads of liberal and professional education. Students are encouraged to study across disciplines at each of the college’s five schools: Business, Communications, Health Sciences and Human Performance, Humanities and Sciences, and Music.

The college is an internationally known and respected coeducational and nonsectarian institution with approximately 6,200 undergraduate and 470 graduate students, who come to Ithaca from nearly every state and over 70 countries. The curriculum provides more than 2,000 courses in over 100 programs of study. While the breadth of its curriculum is normally found only at larger universities, Ithaca holds fast to its tradition of close, personal instruction (11:1 student-faculty ratio).

Rewards of Working at Ithaca College

A preferred employer in its upstate New York region, Ithaca College provides employees with a comprehensive benefits package. Faculty and staff also enjoy the kind of uniquely rewarding work environment that can only be found in a vibrant college community.

Ithaca College’s benefits program includes medical, dental, and life insurance, long-term disability plans, and a flexible spending reimbursement account for eligible expenses not covered by other benefits.

Ithaca contributes to the personal and professional development of faculty and staff, and emphasizes the importance of maintaining a healthy work-life balance. With workplace flexibility, community service opportunities, and tools for individual growth, employees are encouraged to take advantage of everything IC has to offer.

Additionally, the college offers educational benefits, retirement options, vacation, sick, and personal leave, statutory benefits, at least 11 paid holidays per year, use of the college's many recreational facilities, and free parking. Employees also enjoy access to many services, including the college library, the Campus Center, and the college’s campus store.

For a more detailed description of benefits available to Ithaca College employees, visit ithaca.edu/hr/benefits.

About the Area

Nestled in the heart of New York State’s Finger Lakes region, Ithaca College sits atop South Hill overlooking picturesque Cayuga Lake and is just minutes away from the vibrant city center. Home to several parks and surrounded by more than 150 waterfalls, Ithaca is an outdoor lover’s paradise. And with more restaurants per capita than New York City, it’s also a food lover’s dream. Activity thrives downtown, where live music, independent cinema, and artistic performances can be found almost any night of the week. Whether you’re looking for natural beauty or urban sophistication, Ithaca has something for everyone.

 

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