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Administrative Assistant for Student Success and Campus Vibrancy

Hartwick College
Oneonta, NY

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Job Details

Date: March 28, 2022
Title: Administrative Assistant for Student Success and Campus Vibrancy                         

Description: The Administrative Assistant for the Offices of Student Success and Campus Vibrancy is an experienced administrative assistant who supports activities and functions that are at the heart of Hartwick College’s FlightPath platform.   The Administrative Assistant will oversee the process of event bookings; returning calls; efficiently communicating with students, clients, or visitors; and liaising or working in relation with other departments about requirements or needs.  Reporting to the Assistant Vice President of Student Success, the administrative assistant works directly with students and other key offices to support the student journey from College acceptance to commencement while supporting key events and the summer rental program. 


  • Organize and arrange team meetings and schedule appointments
  • Maintain supported department calendars
  • Work closely with vendors and campus partners to fulfill event needs. 
  • Assist with financial requests, order processing and purchasing
  • Answer telephone calls and general inquiries
  • Compose and revise departmental documents related to events & meetings. 
  • Assist event coordinators with required administrative support
  • Assist in the setting up and tearing down of events, with special focus on timeliness and care of the materials involved.
  • Interact with staff members and volunteers to ensure that they are provided with the right information to carry out their tasks
  • Prepare responses to written inquiries, providing both information on events and their execution process
  • Create and maintain accurate and up to date records and files for all event management projects and ensure that all contracts are properly secured
  • Develop event specific organizational tools such as timelines, contact lists and work deliverables. 
  • Maintain files, electronic and hard copy
  • Schedule appointments for office administrators
  • Update the website
  • Participate in significant campus activities including WickWeek (orientation), True Blue Weekend, Student Showcase, Honors Convocation and Commencement Weekend
  • Expected to comply with all applicable College, Federal, State, local and associational regulations
  • As a representative of the College, expected to comport oneself in a professional manner at all times, both on and off campus
  • Performs other job-related duties as assigned

The physical demands of this position include regularly sitting with extensive use of the computer.  Additionally, the position occasionally may be required to stand and walk for long periods of time in varying hot/cold weather when assisting at various events. Responsibilities may include moving furniture, equipment and/or supplies to execute event room set-ups as needed.  Position occasionally has to lift up to 100 pounds.

Qualifications: Minimum requirements for the position is a High School diploma or higher from an accredited college or university, with at least two or more years of experience in an office setting, preferably in an educational institution.

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

  • Experience with Microsoft Office (Word and Excel)
  • Team player, and proficient in coordinating the many aspects of event management
  • Ability to work on multiple priorities and/or projects simultaneously
  • Excellent communications skills, both verbal and written
  • Organized, detail oriented and self-motivated
  • Problem-solving abilities and ability to meet reasonable deadlines
  • Ability to build positive and collaborative relationships
  • Ability to work both independently and in a team
  • Some bookkeeping knowledge strongly preferred

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 a 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 (; and
  • The 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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