Office and Budget Manager for Academic Affairs

Hartwick College
Oneonta, NY
Closing date
Sep 15, 2021

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Administrative Jobs
Institutional & Business Affairs, Business & Financial Management

Job Details

Date:  June 17, 2021

Title: Office and Budget Manager for Academic Affairs                                                   

Description:  Under the supervision of the Vice President for Academic Affairs and Dean of the Faculty, the Office and Budget Manager is responsible for maintaining the smooth operation of the Office of Academic Affairs and monitoring the budgets within the Division of Academic Affairs.  Schedule and hours are flexible.


Office Manager for the Office of Academic Affairs

  • Coordinate the physical needs of the office
  • Supervision of work study students
  • Manage the web site for Academic Affairs
  • Oversee data management needs
  • Monitor tasks and deadlines
  • Identify and coordinate processes needing greater efficiency
  • Review GDPR requirements and assist Provost with implementation of compliance
  • Calendar support for administrators within OAA
Budget Manager for the Division of Academic Affairs

    Monitor and maintain budget records for the daily processing of department expenses to include contracts, material requisitions, expense vouchers and check requests prior to submitting to FinanceApprove up to $3,000 in purchasesTrack OAA budget expendituresMaintain expenses records for awards, scholarships and grantsRespond to faculty questions regarding budget issues and contractsProcess requests for internal and external advertisement of positions, maintain records to ensure all openings are filled, process letters of appointment and notifications, update and maintain faculty records in Datatel and ExcelProvide/coordinate finance trainings as needed for new personal
Assist with process for hiring full-time faculty

    Assemble Hartwick information packetsApprove expenses for airfare, meals, and lodging
Prepare and maintain contracts for part-time faculty

  • Prepare and process letters of appointment
  • Maintain current list of new part-time faculty
  • Assist with New Faculty Orientations as needed
  • Maintain personnel records in Datatel
Assist with coordination of certain student needs

  • Assist high school students who wish to take Hartwick classes with completion of applications and all necessary paperwork.  Distribute information to appropriate sources and maintain files.
Participate in Campus Committees as needed:

  • PLT, PCT, Post-grant Committee
Other duties include, but are not limited to, administrative support for the Hartwick College Honors Program, NEH, Faculty Research Grant program, faculty conference funding, the Teacher-Scholar Award, and the Foreman, Haan, and Wandersee programs. This position also provides website maintenance for the Office of Academic Affairs and the Hartwick College Honors Program, posts class cancellation notices, and orders equipment and supplies for the office.

  • Participate in major campus events, including Welcome Weekend, TrueBlue Weekend, and Commencement Weekend
  • Comply with all applicable College, Federal, State, local and associational regulations
  • Comport oneself in a professional manner at all times, both on and off campus.
  • Perform other duties as requested or required

Qualifications: Minimum requirements for this position are high school diploma, some college education (preferably at least an Associate’s degree), and five years of office experience.

All employees are required to be fully vaccinated for COVID-19 prior to the start of their employment.

    Excellent clerical skills (e.g., Microsoft Office, particularly Word and Excel)Budget experience Strong time management and organizational skillsAbility to prioritize, multitask, and work flexibly Excellent interpersonal skills Attention to detailRespect for confidentialityFamiliarity with Datatel and WordPress
An independent, residential liberal arts college enrolling approximately 1,200 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority, and seeks to recruit, retain and promote a diverse workforce. The College features a Liberal Arts in Practice general education curriculum and aspires to “be the best at melding liberal arts education with experiential learning.” 

Hartwick operates as a community of learners where there is a very real sense of belonging and connection.  By joining Hartwick, you become part of a group of people who work together, share in our successes, and celebrate our accomplishments.  All positions at Hartwick contribute to the education and development of students with the opportunity to see the impact on future leaders – what you do at Hartwick really matters.

Our beautiful 425-acre campus is located in the scenic Susquehanna River valley in Oneonta, New York—a charming town near the northern foothills of the Catskill Mountains. Hartwick offers health benefits to domestic partners of employees, flexible scheduling, opportunities to engage in athletic and cultural events (concerts, exhibits, and lectures) and tuition benefits for eligible employees and their dependents.  Hartwick College prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression and is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply. 

Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.

Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process. 

All applicants are asked to submit the following materials with their online applications:

    A cover letter;A resume; A Diversity Statement that addresses how your past and/or potential contributions to diversity will support Hartwick College’s Diversity Statement (; andThe names and contact information for three references, with annotation regarding how the reference is related to you and your work (at least one of your references must be from a current and/or previous supervisor).
Review of applications will continue until the position is filled.



Working at Hartwick College 

An independent, residential liberal arts college enrolling approximately 1500 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority.  Located in the scenic Susquehanna River valley in Oneonta, NY, near the northern foothills of the Catskill Mountains, the College has adopted a Liberal Arts in Practice curriculum and aspires to “be the best at melding liberal arts education with experiential learning.” 

Our Mission
Hartwick College, an engaged community, integrates a liberal arts education with experiential learning to inspire curiosity, critical thinking, creativity, personal courage and an enduring passion for learning.

Our Purpose
Our purpose as a college of the liberal arts and sciences is to educate people who will thrive in and contribute to the world of the future; people who are prepared to meet the personal, intellectual, and social challenges of a rapidly changing and increasingly interdependent world.

Hartwick graduates will be noted as being able to thrive in a world of global interdependence in which people of the broadest range of national, ethnic, social, and personal backgrounds will interact personally and technologically.

To thrive in this context will require that Hartwick students learn to: understand the world from a variety of perspectives; work constructively with people from a variety of backgrounds and life experiences; be avid learners and critical thinkers; communicate effectively and have a well-developed personal presence; be purposeful in their actions and value-based in their decisions; and know how to use information technology resources as a routine tool to enhance effectiveness.

Our Values
We are:

  • a college of the liberal arts and sciences, focusing on the development of the disciplines of thinking, learning, analyzing, communicating, and values-based judgment;
  • a relationship college, focusing on the development of a 24 hour per day, seven day per week, residential educational experience characterized by personal responsibility and collaborative relationships among faculty, students, and staff; and
  • a future-directed college, focusing on educating people in ways that will make them effective and contributing citizens to the world of their future.

Our Character:
By being intentional in fulfilling our values—taking those actions that help us better be what we believe we should be—we are a college of both quality and distinctiveness. We are a future-directed community of learners where students, faculty, and staff are mutually engaged in intellectual, social, and personal learning inside and outside of the classroom. Our curricular and co-curricular educational experience emphasizes: shared and interdependent learning; a balance of challenge and support; a caring commitment to the individual; intellectual, social, and individual rigor; the development of personal responsibility; and approaches that link theory and practice, what we term "The Liberal Arts in Practice." 

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