ADMINISTRATIVE ASSISTANT - TECHNICAL OPERATIONS

Job description

Position Details

Position Information

Vacancy IDS2437Job TitleADMINISTRATIVE ASSISTANT - TECHNICAL OPERATIONSDepartmentTechnical OperationsSchool/Parent OrganizationCommunications Parent OrgDivisionProvost and Academic Affairs DivisionEmployment CategoryFulltime-RegularAnticipated start date07/08/2019If temporary, expected end dateHours per week37.5Weeks Per Year52.2Normal Start Time09:00Normal End Time17:30Position/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 positionDepartment descriptionCollege 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 $20.00FLSA StatusNon-ExemptIs this position eligible for benefits?YesQuick Linkhttp://ithaca.peopleadmin.com/postings/16111Documents Needed to ApplyRequired Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation
  2. Reference List
Supplemental Questions

Required fields are indicated with an asterisk (*).

     

     

     

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    Job No:
    Posted: 7/16/2019
    Application Due: 7/24/2019
    Work Type:
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