ADMINISTRATIVE ASSISTANT - STRATEGIC COMMUNICATION
Position DetailsPosition Information Vacancy IDS2491Job TitleADMINISTRATIVE ASSISTANT - STRATEGIC COMMUNICATIONDepartmentStrategic CommunicationSchool/Parent OrganizationCommunications Parent OrgDivisionProvost and Academic Affairs DivisionEmployment CategoryFulltime-RegularAnticipated start date09/03/2019If temporary, expected end dateHours per week37.5Weeks Per Year52.20Normal Start Time08:30Normal End Time17:00Position/Job Summary
Provide administrative and operational duties in support for the Department of Strategic Communication, including Communication Management and Design (CMD) and Integrated Marketing Communications (IMC), as well as all graduate programs in the Park School, including Communications Innovation, and Image-Text degree programs, the Keshishoglou Center for Global Communications Innovation, the department chairperson(s), degree program directors, and faculty. Provide assistance in developing and/or maintaining departmental budgets. Assist with travel arrangements and expense reconciliation, course scheduling, and processing of contracts for part-time instructors for the graduate programs. Schedule appointments; arrange and attend meetings, and take minutes. Provide assistance in the assimilation of data and preparation of reports. Maintain confidential departmental files and records and process a variety of College procedural and operational forms. Order selected textbooks, and purchase software, equipment and supplies. Serve as resource person to faculty, staff, and students.Position/Job Responsibilities
1. Provide administrative support to the chairperson of Strategic Communication, the degree program directors, the Kesh Center director, and the chairs of the graduate programs, and all faculty members of the Department of Strategic Communication. Serve as liaison to campus and off-campus offices and students on all matters pertaining to the Strategic Communication Department, the Kesh Center, and the graduate programs in the School of Communications.
2. Provide administrative support and assimilate information for the preparation of departmental and degree program budgets and the Kesh Center budget. Monitor, verify and reconcile expenditures of budgeted funds in Parnassus; verify and maintain all travel forms and documentation; maintain budget files. Provide updated information, data and reports as required or requested.
3. As requested, work with the department chairperson and degree program directors to provide data to the Academic Services Coordinator for course scheduling and classroom reservations.
4. Provide assistance to the graduate chairpersons, including course scheduling, travel arrangements and expense reconciliation, arrangements for facilities, and composing, drafting, and mailing informational materials to potential graduate students. As requested, assist in preparing appointment forms for part-time instructors and course overloads. Serve as a resource person for graduate students, and assist with orientation.
5. Provide assistance to department and graduate programs faculty with preparation of course exams, tenure and promotion documents and letters, search materials, and faculty course evaluations. Ensure the confidentiality of all materials and files.
6. Provide assistance to various search committee chairpersons to include placing ads, tracking online applications, setting up telephone interviews and itineraries for on-campus interviews, making travel arrangements with candidates, processing all related budget transactions, maintaining search files, and closing search when finalized.
7. Assist faculty with preparing guest lecturer forms; outline estimated expenses and distribute for signature. Coordinate travel arrangements and accommodations for various guest lectures. Reserve and set-up all requests for media, software and equipment items.
8. 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.
9. Participate in the hiring, training, and supervision of student workers and lab coordinators as directed. Submit all student employee information online; oversee and authorize time cards for students.
10. Coordinate departmental and degree programs and Kesh Center events, awards, and banquets.
11. Arrange for departmental and degree program meetings, retreats and special functions to include preparing materials, making room/meeting place reservations, ordering refreshments, and ensuring proper facility support. Take and prepare minutes for all undergraduate and graduate meetings; disseminate as appropriate.
12. Purchase equipment and supplies for laboratories and faculty. Determine best prices and resolve any concerns and/or problems with vendor orders. Order and renew departmental publications, subscriptions and supplies.
13. Serve as primary contact for department and degree programs and Kesh Center Web pages; update content on assigned web pages and social media accounts.
14. Provide assistance to other departmental and Deans’ office Administrative Assistants as requested and coverage of their duties in their absence.
Associate’s degree and a minimum of 2 years previous office experience or the equivalent combination of education and experience; in-depth knowledge of various word processing, spreadsheet and database software applications; excellent attention to detail, strong organizational, interpersonal, verbal, and written communication skills, and the ability to effectively work and interact respectfully within a diverse and inclusive environment. Previous experience maintaining and monitoring departmental budgets and expenditures, ability to prioritize projects, handle multiple tasks and meet deadlines, and previous experience working with an on-line student information system in a college or university are required.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.eduMarket Hiring Range$16.20-$20.65FLSA StatusNon-ExemptIs this position eligible for benefits?YesQuick Linkhttp://ithaca.peopleadmin.com/postings/16428Documents Needed to ApplyRequired Documents
- Cover Letter
- Reference List
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