ADMINISTRATIVE SPECIALIST AND EVENT COORDINATOR
- Employer
- Ithaca College
- Location
- Ithaca, NY
View more
- Administrative Jobs
- Institutional & Business Affairs, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
The Office of the President is seeking applications from qualified candidates to serve as Administrative Specialist and Event Coordinator. The successful candidate will provide administrative, event and operational support; serve as the first point of contact; screen callers and visitors and provide referrals and general information; plan and coordinate events; and assist in maintaining calendars, coordinating meetings, conferences, and reservations, all within the Office of the President.
Position/Job ResponsibilitiesSpecific duties include, but are not limited to:
1.Provide administrative and operational support within the Office of the President. Serving as the first point of contact, screen staff and visitors, answer telephones, take messages and reply to general questions. Handle inquiries independently where there is established precedent; redirect inquires to the appropriate campus office as necessary.
2. Collaborate with the Office of Conference and Event Services to plan and coordinate events hosted by the Office of the President. Work with campus partners and on and off campus service providers in coordinating all arrangements and event details. Assist in the development and monitoring of event budgets. Coordinate logistics of the events, catering and audio-visual and set up, and ensure accessibility needs are met.
3.Manage and assist in scheduling office, or other meetings and special programs and events, such as the Presidential Fellows Program, to include preparing materials, making room reservations, arranging meals and refreshments, and ensuring proper facility support. Staff and provide logistical support for various meetings, luncheons and other special events hosted by the President or arranged on his/her behalf.
4.Provide administrative support to the Chief of Staff and Executive Assistant to the President. Manage the Chief of Staff’s complex and active calendar, evaluate and prioritize time requests, and ensure the Chief of Staff is on schedule and appropriately briefed for all appointments. Assist with managing travel schedules; make airline and hotel reservations; register for conferences and meetings; complete necessary travel paperwork; collect receipts and process reimbursements.
5.Sort and distribute mail; set up and maintain office files, correspondence, and reports required for reference and efficient operation of the Office of the President.
6. Assist the Chief of Staff and the Executive Assistant to the President in the preparation of documents, proofreading, and compiling materials for meetings.
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.Maintain confidential files relating to all levels and areas of College management, members of the Board of Trustees, and matters of College governance. Maintain confidential financial records and files in support of the Office of the President.
9.Access financial information and process purchase orders, reconcile credit card expenditures, process travel forms, and pay invoices for the Office of the President, order and renew departmental subscriptions and publications, order and maintain office supplies, and receive, process, and dispatch work requests for the office.
10.Ensure the confidentiality and security of office facilities and records.
Position/Job QualificationsAssociates degree and a minimum of 3 years’ previous office experience or the equivalent combination of education and experience; in-depth knowledge of Microsoft Office products to include Microsoft word, Microsoft excel and Power Point; strong interpersonal and communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment;
Excellent attention to detail, ability to prioritize projects, handle multiple tasks and meet deadlines are required. Bachelors degree and previous professional experience supporting executives and working in a college or university setting preferred.
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. To ensure full consideration, complete applications should be received by July 19, 2019.
Work authorization (select one):Visa sponsorship is not provided for this positionDepartment descriptionCollege DescriptionAt 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$19.00 to $23.75FLSA StatusNon-ExemptIs this position eligible for benefits?YesQuick Linkhttp://ithaca.peopleadmin.com/postings/16207Documents Needed to ApplyRequired Documents- Cover Letter
- Resume
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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