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Academic Office Assistant, Sciences

Employer
Hamilton College
Location
Clinton, NY
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Job Details

Academic Office Assistant, Sciences

Location:
Clinton, NY
Open Date:
Aug 27, 2021
Description:

Primarily responsible for providing a broad range of secretarial and administrative support for departmental faculty (administration and staff) and coordinating office communication. These responsibilities include word processing documents, assisting with faculty job searches, internet research as it relates to classroom needs, spreadsheet preparation, oversight of student help, telephone coverage, maintaining departmental paper and computer files, and working with outside vendors and other academic and administrative offices on campus.

This is a part time, benefited position with a 90% work schedule (1683 hours per year). 

MAJOR RESPONSIBILITIES –

  • Routinely greet those who visit the department, or other personnel of the college, by phone, in person or through electronic media. Assesses visitors' needs and explains services, processes, procedures and guidelines. Handles requests/transactions or directs the person or matter to the proper sources. Assists in resolving problems and ensuring satisfactory results.
  • Use a personal computer and a variety of office software applications including word processing, email, and file management. May be required to prepare documents in Word or use predefined templates and form letters such as, class materials, general correspondence, letters of recommendation, minutes of meetings, announcements, grants, reports, etc. May be required to create and/or maintain files in Excel, PowerPoint or other databases.
  • Assist department Chair with job searches. Initiates search and maintains database of applicants through Interfolio; acknowledges applications; posts general information on status of search; sends rejection notices to applicants; keeps accurate records of each applicant’s file. Schedules interviews, prepare itinerary, and makes travel and accommodation arrangements.
  • Assist in creating or maintaining the department's web pages and use web publishing software to create documents and other web-based resources.
  • Operate office equipment such as printers, copy machines, fax machines. May serve as liaison with service and vendor personnel. Reports repairs with regard to building maintenance to Physical Plant.
  • Provide direct or indirect assistance to academic functions and services. These include but are not limited to class scheduling, administration of student records, test administration and scoring, supporting counseling/advising services, faculty office hours, appointments and meetings. May make and follow up on travel arrangements for faculty/administration and guests.
  • Perform data gathering activities under the direction of the Faculty supervisor and may prepare reports or summaries of information.
  • Serve as receiver of mail or correspondence for the department. Opens or reviews correspondence and determines proper disposition.
  • Responsible for office and classroom supplies and inventories. Tracks status and orders, purchases, maintains or distributes as needed.
  • Maintain documents and be responsible for developing or modifying filing practices, including use of electronic rather than paper records.
  • Coordinate and organize meetings, and other department activities and functions. May schedule or obtain use of rooms and may set up rooms and equipment for use. Organize luncheons, meetings, receptions etc. as needed.
  • Handle and track financial matters related to the maintenance of the department budget. May be required to reconcile and monitor appropriate department budget lines.
  • Attend and/or participate in meetings and committees and may take minutes or notes and perform follow-up activities.
  • Assist with student employment. Compile work and set priorities for student(s) to help in the preparation of classes, distribution of mail, photocopying, etc.
  • May perform all or some of the functions above and other related duties as assigned.

Qualifications:

Associates degree or advanced secretarial training plus minimum of two years related experience, or equivalent combination of education and experience.

Must have knowledge of contemporary office practices, procedures and techniques. Must be proficient in operation of personal computers and associated standard office software, basic customer service standards and principles; other office resources and equipment including phones and telecommunications systems, fax machines, copy machines. Superior Microsoft Office skills, strong organizational skills, flexibility and ability to prioritize multiple demands within established guidelines, excellent written and verbal communication skills, strong interpersonal skills, ability to work under deadline pressure and handle details accurately and confidentially. Develop and maintain effective working relationships; maintain a reliable and dependable attendance record. Experience with spreadsheets, databases, as well as position-specific operating system and software experience preferred.


Application Instructions:

Please submit cover letter, resume and contact information for three professional references.  Consideration of candidates will begin immediately and continue until the position is filled.

Organization

Working at Hamilton College 

Hamilton College is one of the nation’s leading liberal arts colleges. It is independent, highly selective, coeducational and residential. Originally founded in 1793 as the Hamilton-Oneida Academy and chartered in 1812 as the third oldest college in New York State, Hamilton is today composed of 1,850 students from nearly all 50 states and 50 countries. It is distinguished by a faculty of 190 men and women dedicated to teaching and scholarship, by rigorous academic programs, by an emphasis on teaching students to write well and speak persuasively, and by a commitment to diversity in its broadest sense. The College, with an endowment nearing $1 billion (October 2017), is need-blind in admission and has invested more than $265 million in new and renovated facilities in the past dozen years.  

Hamilton is located on a wooded 1,350-acre hilltop campus overlooking the New England-style Village of Clinton, New York, in close proximity to the Adirondack Park, where hiking, skiing, fishing, boating and snowmobiling abound. The campus is within a 4-5 hour drive of New York, Boston, Toronto and Philadelphia, and there is a rich variety of cultural opportunities on campus and in nearby Utica (10 minutes), Syracuse (45 minutes) and Cooperstown (55 minutes).

As a national leader for teaching students to write effectively, learn from each other and think for themselves, Hamilton produces graduates who have the knowledge, skills and confidence to make their voices heard on issues of importance to their communities and the world. Additional information about Hamilton can be found at hamilton.edu/facts.

Hamilton College is an Affirmative Action, Equal Opportunity employer committed to attracting diverse and interesting people to its community.

Find Us
Website:
Telephone
315-859-4011
Location
198 College Hill Road
Clinton
New York
13323
United States
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