Administrative Assistant, Admissions

Job description

Posting Details

Job CategorySupport StaffPosition TitleAdministrative Assistant, AdmissionsFull Time/Part TimeFull TimeDivisionAdmission and Financial AidDepartmentAdmissionDepartment Statement

The Colgate University Office of Admission is a busy and active office. Our office receives over 8,000 applications each year, greets over 7,000 visitors, and manages inquiries from over 40,000 prospective students.

The Admission Administrative Assistants (AAA) within the Office of Admission provide administrative support for application processing, inquiry management, campus visitors, student volunteer programs, and recruitment travel. The AAA team is both a critical and integral part of the university’s successful admission process.


Specific accountabilities include:
•Being responsible for accurate and timely data entry;
•Planning and execution of all department events as assigned; planning and executing itineraries of department staff;
•Completing administrative procedures and processes central to the department, which may include phone and email communications with internal and external constituent populations,
•Greeting visitors and managing reception areas;
•Responding to administrative inquiries about the department and, when appropriate, referring to other Colgate resources; managing calendars, contacts, and email correspondence for self and other departmental staff;
•Maintaining administrative data sets, editing and formatting documents, producing standard reports with accuracy, monitoring departmental budgets, coordinating work, and/or schedules of students or casual wage employees.
•Ability to respond to supervisor feedback and accountable for complying with NCAA recruiting rules.

Technical Competencies

NameAdministrative ProceduresDescription

Demonstrated mastery of commonly and consistently used Colgate administrative policies and practices. Has knowledge sufficient to conduct administrative procedures and processes that are most critical to the department. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create desktop aids or guides in the execution of common administrative policies and procedures.

NameCustomer ServiceDescription

Ability to provide high-quality customer service either in person, on phone, or via email at all times.

NameEvent and Meeting PlanningDescription

Demonstrated ability to effectively coordinate events. Demonstrated ability to develop vendor relationships and negotiate favorable contract terms. Demonstrated ability to communicate both written and oral communication related to planning events.

NameTechnical Data SystemsDescription

Demonstrated ability to use relevant data systems/software used in the department. Demonstrated ability to enter, manipulate and query all data sets used in day-to-day situations. Demonstrated ability to execute all day-to-day and core functionality of relevant data systems. Demonstrated ability using MS office and Google applications: collecting, formatting and organizing moderately complex data via sorting, filters, charts; all basic to intermediate level formulae, including pivot tables. Demonstrated expertise with most commonly used MS word features and functionality, including table of content formatting, mail merges, track changes and other similar features. Ability to edit basic formatting and functional elements of MS PowerPoint. Demonstrated ability to effectively use all software systems required for office systems.

NameTechnical Office SystemsDescription

Demonstrated ability to efficiently use standard office software to manage own calendars, contacts and email correspondence as well as the ability to manage for departmental staff members. Ability to use videoconferencing programs.

NameTravel PlanningDescription

Demonstrated ability to support travel planning involving multiple modes of transportation, destinations and lodging. Demonstrated ability to quickly and efficiently and inexpensively alter travel plans and itineraries. Demonstrated ability to consistently stay within budgetary travel restrictions and guidelines while providing effective travel services.

Behavioral Competencies

NamePersonal Accountability for ResultsDescription

Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.

NameEffective CommunicationDescription

Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.

NameProblem Solving and Decision MakingDescription

Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.

NameChange ManagementDescription

Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.

NameLeadership and TeamworkDescription

Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.

NameCreativity and InnovationDescription

Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.

NameDiversity and InclusionDescription

Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.


Understands the impact of decision making and personal behavior in achieving the university’s commitment to a sustainable and carbon-neutral campus; supports and advances the university’s sustainability initiatives; influences others to use sustainable practices.

Professional Experience/ Qualifications

•Must possess the ability to establish priorities, handle multiple projects, coordinate and achieve efficiency concerning work responsibilities while remaining detail-oriented and processing work with a high degree of accuracy.
•Requires the ability to manage confidential and sensitive student information. Must be able to exercise a high degree of judgment and discretion and work as a team member and independently.
•Requires overtime during peak periods and involves some Saturday work outside of peak season. Must be capable of working collegially and effectively with diverse visitors, students, faculty, and staff daily.
•Proficiency in Microsoft Word, Excel, Outlook, and Google is essential and experience with multiple, complex databases and reporting systems.
•Demonstrated organizational skills and ability to coordinate complex projects and events.
•Strong customer service skills. Solid phone etiquette, and the ability to be the voice of Colgate, understand Colgate’s mission and the value of a liberal arts education.
•A minimum of two years of general office/administrative experience is preferred.

Preferred Qualifications

A minimum of two years of general office/administrative experience is preferred.


A minimum of an Associates’ degree is preferred. We will consider a combination of education and work experience.

CertificationsPhysical RequirementsOther Information

Must be able to work:
Monday – Friday 8:00-4:30

Requisition Number2020S047PostingTemporaryNoWork Schedule

Monday – Friday 8:00-4:30

Job Open Date10/07/2020Job Close DateOpen Until FilledNoSpecial Instructions SummaryEEO Statement

It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.

Clery Act

The Campus Safety Department will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. To obtain a copy, contact the Campus Safety Compliance Manager via e-mail at [email protected]. You may also access the report from the Campus Safety web page at:

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Are you currently a Colgate employee?
    • Yes
    • No
  2. * Have you ever been a Colgate employee?
    • Yes
    • No
  3. * Are you at least 18 years of age?
    • Yes
    • No
  4. * Please let us know how you heard about this position.
    • Albany Times Union
    • Binghamton Press & Sun
    • BlackCoachesinSports
    • Cazenovia Republican
    • Chronicle of Higher Education
    • Chronicle of Philanthropy
    • Colgate Employee
    • Colgate Website
    • CoSIDA
    • Diverse Issues of Higher Education
    • HERC (Upstate New York HERC)
    • LinkedIn
    • Mid-York Weekly
    • NACWA
    • naviGATE
    • NCAA News
    • Norwich Evening Sun
    • Oneida Daily Dispatch
    • Sherburne News
    • Syracuse Post Standard
    • Utica Observer Dispatch
    • Waterville Times
    • Other
  5. If you selected "Colgate Employee" or "Other" for how you heard about this position, please provide the employee's name or where you heard about/saw the position.

    (Open Ended Question)

Applicant DocumentsRequired Documents
  1. Resume
  2. Cover Letter
Optional Documents




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    Job No:
    Posted: 10/9/2020
    Application Due: 1/7/2021
    Work Type: