Temporary - Administrative Assistant for Shaw Wellness Institute (no benefits)

Colgate University
Hamilton, NY

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Human Resources & Employee Development

Job Details

Job Category:

Casual Wage

Position Title:

Temporary - Administrative Assistant for Shaw Wellness Institute (no benefits)

Full Time/Part Time:

Part Time


Dean of the College


Wellness Institute

Department Statement:

This is a continuing casual wage position that will be generally scheduled for 30 hours per week (8:30 a.m. – 4 p.m. with a 1-hour lunch). There will be academic breaks and summers off. There may be weeks of a reduced or increased schedule based on the needs of the department.



  • Responsibilities include coordination of the daily operations of the department.

Specific accountabilities include:
  • Greet visitors and ensure the reception area creates a welcoming environment.
  • Ensure efficient execution of administrative procedures and processes central to the department.
  • Respond promptly to requests for information and referrals to other resources as appropriate.
  • Manage calendars, itineraries, contacts, and correspondence of department.
  • Coordinate with vendors and service providers.
  • Assist with onboarding new employees.
  • Maintain adequate office supplies and other material required for the operation of the department.
  • Research services and pricing, process quotes, create PO’s and requisitions and submit for timely payment.
  • Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.
  • Responsible for departmental communication to include: website maintenance, newsletters, posters, invitations, etc.
  • Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.
  • Monitor departmental budgets and report on status, variances, and potential issues.
  • Responsible for building and room scheduling and service requests, as required.
  • Coordinate work and schedules of students or casual wage employees, as assigned, including processing web time entry.
  • May be responsible for the timely and efficient execution of special projects, additional activities, committees, and other work unique to the department, division or function, as assigned.

Professional Experience/ Qualifications:

  • Solid skills and experience in Microsoft Office Suite including: Excel, Gmail, and Google docs are essential as well as the ability to learn Colgate-specific databases.
  • The capacity to work well independently, with little direction and as part of a team is crucial.
  • Excellent written communication and grammar skills.
  • High regard for detail are required.
  • Demonstrated organizational skills and the ability to coordinate complex projects, manage data, and prioritize multiple responsibilities.
  • Strong customer service skills.
  • Capable of working collegially with diverse individuals and for managing confidential and sensitive information.

Preferred Qualifications:

  • A minimum of one year of administrative office experience or other relevant experience is preferred.
  • Titanium, FAMIS, and EMS knowledge is preferred.


A minimum of an Associate’s degree or a combination of education and experience.

Requisition Number:




Work Schedule:

8:30 a.m. to 4:00 p.m. with a one hour lunch.

Job Open Date:


Open Until Filled:


EEO 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: www.colgate.edu/offices/support/campussafety.


Colgate is a nationally recognized liberal arts college set on a beautiful campus in central New York.

Some 2,900 undergraduates are enrolled in 54 programs, taking advantage of the university's award-winning curriculumoff-campus study program, and numerous research opportunities.

Students enjoy small class sizes taught by expert faculty members -- not teaching assistants.

The university’s strategic plan offers a blueprint for turning today’s students into tomorrow’s leaders, joining the scores of alumni already playing major roles in a variety of fields. The Center for Career Services is a key player as students make this transition.

Colgate hums with activity. It is a place where the arts thrive. Student-athletes compete at the very highest level of NCAA Division I sports. There are dozens of club and intramural sports programs, and the college’s outdoor education program is second to none.

Above all, Colgate is about academic excellence. It is a tradition forged in 1819 and honed through the years by each class of select students.

Colgate University is a highly selective residential liberal arts institution distinguished by academic excellence and interdisciplinary inquiry. Located on a beautiful campus in upstate New York, Colgate takes pride in the active engagement of its students, staff, and faculty in local, national, and global communities. At Colgate, we feel that a diverse and inclusive community is a cornerstone of educational excellence.

Colgate University is a highly selective residential liberal arts institution distinguished by academic excellence and interdisciplinary inquiry. Located on a beautiful campus in upstate New York, Colgate takes pride in the active engagement of its students, staff, and faculty in local, national, and global communities. At Colgate, we feel that a diverse and inclusive community is a cornerstone of educational excellence.

The Office of Equity and Diversity at Colgate is charged with fostering a diverse and collaborative community by increasing understanding, respect and inclusion. It is the mission of the office to support campus diversity initiatives with the goal of increasing understanding, respect and inclusion, and to ensure compliance with policies relating to affirmative action, discrimination, and harassment.  The university’s strong commitment to equal opportunity and inclusivity is clearly articulated in the diversity mission statement found here.  The university strives to provide an environment where everyone in our community can learn about, appreciate, and celebrate our diverse cultures and gain understanding, knowledge and skills to be engaged citizens locally as well as globally.

Colgate University fully subscribes to all federal and state civil rights laws banning discrimination in private institutions of higher education. Colgate will not discriminate against any student, employee or applicant for employment because of race, color, sex, pregnancy, religion, creed, national origin (including ancestry), citizenship status, physical or mental disability, age, marital status, sexual orientation, veteran or military status (including special disabled veteran, Vietnam-era veteran, or recently separated veteran), predisposing genetic characteristics, domestic violence victim status, or any other protected category under applicable local, state or federal law, including protections for those opposing discrimination or participating in any complaint process at the Equal Employment Opportunity Commission or other human rights agencies. This nondiscrimination policy covers both employment and access to educational opportunities.  It is the policy of the university to provide equal opportunity in employment and not to discriminate against any individuals with disabilities who are qualified for employment in the positions for which they apply. Reasonable accommodations will be provided in accordance with applicable laws and regulations.

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