Job Category:

Support Staff

Position Title:

Administrative Coordinator for Student Engagement

Full Time/Part Time:

Full Time

Division:

Dean of the College

Department:

Center for Leadership & Student Involvement

Department Statement:

Colgate University, a premiere liberal arts university of approximately 3,100 students, seeks an energetic, motivated, and detail-oriented Administrative Coordinator for the Office of Student Involvement and Office of Fraternity and Sorority Advising to serve as a trusted resource for students on co-curricular involvement. A member of the Dean of the College Division and reporting directly to the Director of Student Involvement, the Administrative Coordinator will be responsible for the overall successful and efficient administration of the Office of Student Involvement and the Office of Fraternity and Sorority Advising. The Administrative Coordinator will work directly with students and help support their holistic development.

The Office of Student Involvement uses a comprehensive advising and programming approach to support, educate, and develop diverse, well-rounded student leaders to explore and engage with co-curricular involvement as part of their Colgate education. The department’s mission is to provide engaging, dynamic, and inclusive co-curricular and extracurricular opportunities that empower students to build community, discover their strengths, and pursue their interests.

Fraternity and Sorority Advising at Colgate seeks to enhance the student experience, mold thoughtful and engaged adults, and provide lifelong connections for affiliated students (approximately 40% of sophomores, juniors, and seniors are affiliated at Colgate). The goals for Fraternity and Sorority Advising include intellectual development; citizenship, leadership, and service; diversity, access, and inclusion; personal growth; health and wellness; accountability; and lifelong connections.
Learn more about Colgate University and the Dean of the College Division by reviewing A Candidate’s Guide to Colgate. In 2021 and again in 2022, the Dean of the College Division was acknowledged by Diverse Issues in Higher Education and Inside Higher Ed as one of the Most Promising Places to Work in Student Affairs.

Accountabilities:

Advising and Student Involvement

• Coordination of the daily and ongoing operations of the Office of Student Involvement and Office of Fraternity and Sorority Advising.
• Maintain event records including space reservations, performance contracts, security details, and other event management documentation for student organizations.
• Oversee the reservation and scheduling process on an event management software system for all assigned spaces.
• Oversee main service desk processes, procedures, and student staff.
• Assist with the coordination of the new student organization registration and recognition process, working with Student Government Association (SGA).
• Coordinate the annual Involvement Fair at the start of the fall and spring semesters.
• Serve as a resource to student organizations. Provide assistance to office staff with event details, budgeting, advertising, set-up requests, relevant Colgate policies, and act as a liaison between University offices.
• Assist the Communications Division with elements of the student yearbook; oversee communication to family members and students regarding senior portraits, yearbook advertisements, and sales.
• Support the Director of Student Involvement with advising student organizations and leaders, such as WRCU (radio station), Maroon News (student newspaper), Senior Honor Society, SGA Treasurer, and the Budget Allocation Committee Treasurers.
• Responsible for high-quality development, implementation, and evaluation of assigned campus life programs.
• Encourage students to achieve a sense of responsibility for their personal growth and academic success.
• Apply knowledge of student engagement area to the development and execution of programs that align with and foster the development of students within program areas.
• Develop and share knowledge about campus life area and University policies and procedures.
• Generate ideas for program execution as necessary.

Office Management

• Greet visitors and ensure the reception area creates a welcoming environment for students, current and prospective, as well as other campus visitors.
• Ensure efficient execution of administrative procedures and processes central to the departments.
• Respond in a timely manner to requests for information and refer to other resources as appropriate.
• Manage calendars, itineraries, contacts, and correspondence.
• Coordinate with vendors and service providers.
• Assist with onboarding new employees; and maintaining adequate office supplies and other material required for the operation of the departments/ division, which may include researching services and pricing, processing quotes, creating PO’s and requisitions, and submitting for timely payment.
• Maintain departmental records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.
• Responsible for departmental communications, including website maintenance, newsletters, posters, event invitations, etc.
• Responsible for various aspects of planning and execution for departmental events and functions, including travel arrangements.
• Monitor departmental budgets and report on status, variances, and potential issues.
• Responsible for building and/or room scheduling and service requests, as required.
• Responsible for oversight of work and/or schedules of student or casual wage employees, as assigned, including processing web time entry.
• Ensure that all assigned student employees receive sufficient training to meet their obligations.
• May be responsible for the timely and efficient execution of other responsibilities, special projects, committees, and other work unique to the departments or division, as needed.

Additional Responsibilities

• Process financial payments and reports for all assigned areas of fiduciary responsibility.
• Prepare reports and provide research as assigned.
• Participate in department-wide planning of programs and initiatives and collaborate with colleagues to ensure high-quality events and services to students.
• Support the work of the Office of Student Involvement and Office of Fraternity and Sorority Advising through committees, task forces, and special assignments.
• Work in concert with other staff to ensure a high level of quality service to students, staff, and guests.
• Help compile reports, conduct research, and complete projects as assigned by the Director.
• Accountable for accurate receipt, evaluation, and prioritization of campus work requests.
• Ensure appropriate triage of incoming maintenance and repair work.
• Responsible for appropriate and timely assignment of work orders to the correct areas for repair/remediation.
• Responsible for timely and accurate maintenance of key databases and systems.
• Accountable for other general administrative duties as assigned.

This position has been designated as a Campus Security Authority (CSA), in accordance with the federal statutory requirements of the Jeanne Clery Act. CSAs are required to and responsible for reporting allegations of crimes they receive from students and employees to the Campus Safety Department.

Name:

Office Productivity

Description:

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.

Name:

Event Planning

Description:

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.

Name:

Travel Logistics

Description:

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.

Name:

Technical Data Systems

Description:

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.

Name:

Administrative Procedures

Description:

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.

Name:

Customer Service

Description:

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.

Name:

Team Leader

Description:

Demonstrated ability to plan and coordinate the activities of other support staff within the division in a timely and effective manner. Demonstrated ability to develop clear work procedures and training processes. Demonstrated ability to actively seek input and involve group members in divisional processes. Develops and uses collaborative relationships to facilitate the accomplishment of work goals.

Name:

Domain- Specific Skills

Description:

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.

Name:

Diversity, Equity and Inclusion

Description:

Demonstrated commitment to proactively engage, understand and draw on a variety of perspectives.Demonstrated ability to assess and design university processes to be reflective and representative of all students. Demonstrated ability to create environments that are welcoming and accessible. Demonstrate knowledge of inequalities and ability to make institutional changes to address these concerns.

Name:

Personal Accountability for Results

Description:

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

Name:

Effective Communication

Description:

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

Name:

Problem Solving and Decision Making

Description:

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.

Name:

Change Management

Description:

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.

Name:

Leadership and Teamwork

Description:

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.

Name:

Creativity and Innovation

Description:

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.

Name:

Diversity and Inclusion

Description:

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.

Name:

Sustainability

Description:

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.

Professional Experience/ Qualifications:

• A minimum of one year of administrative experience with progressive responsibilities is required.
• A detail-oriented approach is required.
• Must be able to schedule and coordinate events and meetings.
• Must be able to work well in a high foot traffic area.
• Flexibility and the ability to manage multiple tasks and priorities is crucial.
• Must have solid judgement and be capable of strong communication and problem-solving.
• Solid skills and experience with Microsoft Office Suite as well as the ability to cull and consolidate data for reports. Demonstrated Google docs experience.
• Excellent verbal and written communication skills and a high regard for detail are required.
• Strong customer service experience and the ability to professionally serve as a resource and coordinate requests with multiple stakeholders.
• Must be capable of working collegially with diverse groups of faculty, staff, students and community members.

Preferred Qualifications:

Three or more years of administrative experience is preferred.

Education:

A minimum of an Associate’s degree is required, or a combination of education and experience from which comparable skills are attained.

A Bachelor’s degree is preferred.

Physical Requirements:

Ability to work nights and weekends, as required for events.

Requisition Number:

2022S052Posting

Temporary:

No

Work Schedule:

Weekdays, evenings, occasional weekends.

Job Open Date:

04/04/2022

Open Until Filled:

Yes

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:

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.