Support Staff

Administrative Assistant, Employer Relations

Full Time

Dean of the College

Career Services

The administrative assistant will coordinate the daily operations of Career Services’ employer relations (ER) team and provide administrative support for Career Services’ Summer Funding initiatives. Ensuring efficient execution of administrative procedures and processes central to Career Services’ employer development efforts.

Learn more about Colgate University and the Dean of the College Division by reviewing A Candidate’s Guide to Colgate.

This position is scheduled to work 37.5 hours per week (1950 per year), normally Monday – Friday.

Accountable to coordinate the daily operations of Career Services’ employer relations (ER) team and provide administrative support for Career Services’ Summer Funding initiatives and Thought Into Action, Colgate’s Entrepreneurship program.
Responsible to ensure efficient execution of administrative procedures and processes central to Career Services’ employer development efforts. Greet visitors and ensure area creates a welcoming environment. Populate, track, and manage data in internal CRM systems as part of team’s strategic outreach and cultivation of employer and alumni/parent contacts. Coordinate with vendors and campus partners to ensure execution of recruiting processes and to troubleshoot technical difficulties. Maintain department records, research information, analyze data, prepare reports, and edit and format documents. Responsible for maintaining departmental communication and to respond in a timely manner to requests from employers, colleagues, and students for information and resources. Manage departmental and staff calendars and correspondence, with an eye to anticipating and resolving conflicts. Coordinate staff travel arrangements and itineraries, including organizing visit logistics and post-trip follow-up correspondence. Maintain adequate office supplies and other materials required for the operation of the department. This may include researching services and pricing, processing quotes, creating PO’s and requisitions and submitting for timely payment.
Support efforts to track and accurately disburse students’ grants related to Career Services’ Summer Funding initiatives.
Responsible for event planning and execution of Career Initiatives’ (Career Services and Thought Into Action) work. Responsible for building and/or room scheduling and service requests, as required. Coordinate work and/or schedules of student 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.

Office Productivity

Demonstrated ability to effectively utilize all university productivity applications (e.g. MS Office, Concur, EMS, CMS, and Google) to include: collecting, updating, formatting and organizing moderately complex data such as sorts, filters, charts, pivot tables, all basic to intermediate level formulae, table of content formatting, mail merges, track changes and other similar features. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts and email correspondence for department staff.

Event Planning

Demonstrated ability to plan, manage, coordinate or oversee events requiring a high level of coordination and collaboration. Demonstrated ability to source and negotiate favorable contract terms and service delivery from vendors. Demonstrated ability to effectively produce and manage RSVP lists and special requests of participants. Demonstrated ability to communicate all aspects of planning events. Demonstrated ability to quickly, efficiently and inexpensively alter plans.

Travel Logistics

Demonstrated ability to effectively create travel plans involving multiple modes of transportation, destinations and lodging. Demonstrated ability to quickly, efficiently and inexpensively alter travel plans and itineraries. Demonstrated ability to consistently stay within university travel restrictions and guidelines.

Technical Data Systems

Demonstrated ability to utilize relevant data systems/software, e.g. Enterprise Resource Planning tool (Banner), Business Intelligence (Tableau). Demonstrated ability to enter, manipulate, query and export all data sets used in day-to-day situations. Demonstrated ability to use all day-to-day and core functionality of all relevant systems.

Administrative Procedures

Demonstrated mastery of commonly used Colgate and divisional/functional administrative policies and practices. Has knowledge sufficient to follow 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 procedures and processes. Demonstrated ability to effectively pull together sensitive and moderately complex data and information into an organized and cohesive product.

Customer Service

Demonstrated ability to create welcoming and professional environment for guests. Demonstrated ability to use positive communications. Demonstrated ability to listen, respond effectively and follow up appropriately on administrative inquiries, while being mindful and attentive to feedback. Makes use of specialized knowledge to assist others in resolving problems. Identifies opportunities for improving customer service methods.

Domain-Specific Skills

As required by each department, division or function, employee may be required to have unique skills or knowledge relating to work specific to that department, division or function. These skills should be consistently demonstrated by the employee.

Personal Accountability for Results

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

Effective Communication

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

Problem Solving and Decision Making

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.

Change Management

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.

Leadership and Teamwork

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.

Creativity and Innovation

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.

Diversity and Inclusion

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.

Sustainability

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.

- Minimum of two (2) years of office experience with a high degree of autonomy required or the equivalent combination of education and experience.
- Strong interpersonal and customer services skills to provide the quality of services expected by students, parents, alumni, campus colleagues, human resources professionals, and corporate executives.
- Ability to exercise tact, discretion, diplomacy, and confidentiality.
- Skilled in data compilation and comfort with basic analysis.
- Strong written communication skills; excellent proofreading, grammar, and spelling skills.
- Versatile team player, self-starter who is able to exercise good judgment, anticipate needs, make independent decisions, and solve problems.
- Able to balance multiple priorities with dealing with frequent interruptions.
- Extremely well-organized and detail oriented, with excellent follow-through ability.
- Ability to work in a fast-paced environment.
- Demonstrated initiative, enthusiasm, and diligence.
- Highly proficient with computer applications (i.e. Word, Excel, and Google Apps) and willingness to master department specific software applications.
- Must be capable of working collegially with a diverse group of faculty, staff and students on a daily basis.

- High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.

2021S060Posting

No

Weekdays, with occasional evenings and/or weekends

07/14/2021

No

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.

CAMPUS CRIME REPORTING AND STATISTICS
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 cusafety@colgate.edu. You may also access the report from the Campus Safety web page at: www.colgate.edu/offices/support/campussafety.