EXECUTIVE ASSISTANT
- 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 Division of Marketing and Enrollment Strategy is seeking experienced professionals to serve as Executive Assistant. The successful candidate will provide direct assistance and executive level support to the Vice President. Serve as the primary point of contact for the Office of the Vice President and interact with senior administrators, faculty, staff, students, parents, alumni, trustees, and distinguished individuals from outside of the college. Oversee the administrative operations of the office to include performing a variety of advanced, diversified and confidential administrative and office management duties in direct support of the Vice President and leading special projects, events and initiatives to facilitate the Vice President’s ability to effectively lead. Manage the Vice President’s calendar ensuring the Vice President is kept on schedule, prioritize meeting requests, coordinate travel arrangements and oversee preparation of correspondences and electronic communications, draft correspondence and ensure timely responses, and prepare the Vice President for meetings, speaking engagements and events. Prioritize conflicting needs and handle sensitive and confidential matters expeditiously and proactively. Assimilate data, prepare reports and presentations, and assist in maintaining the division/office budgets. Prepare documentation and process and approve financial transactions processed through the College’s Financial systems and maintain confidential records, files and documents.
Position/Job Responsibilities1.Serve as the point of contact for the Vice President and assist in a variety of administrative areas to relieve the vice president of administrative details; screen calls and visitors and provide information. Create and maintain briefings, biographical information, and other key details for the vice president in preparation of meetings.
2.Compose letters, reports, memos, agenda items, graphs, charts, presentations, e-mails and other forms; draft correspondence and legal documents for the Vice President’s review and signature; and proofread and make required corrections in spelling, grammar, and punctuation to significant documents, proposals, and contracts to be reviewed and approval by the Vice President. Review reports received for the Vice President, check and compare with previous reports or other data, and bring significant items, changes, errors or omissions to the attention of the Vice President. Ensure maintenance of confidential personnel, financial, and legal records and files demonstrate discretion and understand the organizational and legal impact of the information maintained.
3.Work directly with the Office of the President, and other vice presidents’ offices regarding business matters. Develop and maintain effective working relationships within the division, campus community, and with individuals having contact with the Vice President, including members of the Board of Trustees. Collaborate with other administrative professionals across campus to achieve efficiencies and effectiveness.
4.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.
5.Create and maintain up-to-date manuals, directories, budget records, office files, correspondence and reports required for reference and efficient operation of the office. Develop and maintain a variety of spreadsheets, charts, and graphical representations of data using various software packages. Compile materials for meetings, and develop power point presentations.
6.Prepare the division operating budget, oversee and monitor the processing and reconciliation of expenses to include requisitions and balance transfers, approve purchases and processing of purchasing transactions and payments, submit travel authorizations and receipts as needed for Vice President’s travel, and process expense reports. Maintain budget records and track financial commitments for specific events, programs, and/or activities, order and renew departmental subscriptions and publications, and manage inventory of office supplies and order as needed. Ensure decisions made are fiscally sound and in line with the financial targets and goals of the division.
7.Assist the Vice President in coordinating the planning efforts of the division by scheduling, recording, and planning meetings, preparing materials, arranging room reservations, meals and refreshments, and ensuring proper facility support.
8.Oversee and ensure maintenance and development of the division website and serve as liaison with Information Technology for the office.
9.Provide administrative support to others within division and to various college-wide committees as needed. Participate in special projects as assigned.
Position/Job QualificationsBachelor’s degree and a minimum of four years’ experience providing administrative support for senior or executive level management or the equivalent combination of education and experience; excellent attention to detail, strong interpersonal and communication skills, and the ability to effectively work and interact respectfully within a diverse and inclusive environment; extensive knowledge of various word processing, spreadsheet and presentation software packages; previous experience maintaining office budgets and working with financial data and the ability to handle confidential information are required. Previous experience working in a college or university setting and previous supervisory experience is preferred.
EEO StatementIthaca 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 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$48,000-56,800FLSA StatusExemptIs this position eligible for benefits?YesQuick Linkhttp://ithaca.peopleadmin.com/postings/16607Documents 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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