Professional/Administrative

Assistant to the Chief of Staff and Secretary to the Board of Trustees

Full Time

Office of the President

Assistant to the President

Responsibilities include the overall successful and efficient administration of the assigned work within the Office of the President. Specific accountabilities include: the ability to work independently in planning and executing tasks associated with the meetings of the Board of Trustees and its committees. Execution of all administrative procedures and processes central to the work of the board and the Office of the President. Greeting visitors and managing reception areas. Responding to administrative inquiries and brokering services of the office and when appropriate, referring to other Colgate resources. Managing calendars, contacts, email correspondence and files. Maintaining complex and critical administrative data sets, editing and formatting complex and confidential documents and producing both standard and complex reports. Monitoring office budgets. Partner effectively with the Assistant to the President and provide support for the President as needed.

Office Productivity

Demonstrated expert ability with all core MS office and Google applications to include: collecting, formatting and organizing complex data, conditional formatting, advanced formulae, advanced and conditional charting. Demonstrated ability to format documents with all advanced features. Ability to create and format PowerPoint documents for purposes of high visibility presentations. Demonstrated ability to effectively leverage standard office software to manage calendars, contacts and email correspondence of multiple senior leaders.

Customer Service/Service Brokering:

Demonstrated ability to create welcoming and professional environment for a high volume of guests, including highly visible internal and external guests to the office’s physical space. Demonstrated ability to answer or otherwise satisfy administrative inquiries to the office in written or verbal form using exceptional customer service skills. Knowledge sufficient to redirect administrative inquiries to the most appropriate Colgate resource. Understanding of the need to keep safe all matters and conversations requiring confidentiality.

Administrative Procedures:

Demonstrated mastery of all administrative policies and processes of Colgate. Demonstrated ability to coordinate and serve as a resource for peers regarding in depth knowledge of administrative procedures. Develops leading practices. Has knowledge sufficient to conduct administrative processes that are most critical to the office and that may be performed infrequently.

Technical Data Systems:

Demonstrated mastery of relevant data systems/software and functionality for appropriate divisions or departments. Demonstrated ability to enter, manipulate and query the most complex data sets and maintain an updated “Diligent Boards” and board webpage on the university’s website.

Travel Logistics:

Demonstrated ability to effectively create complex 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 enterprise travel restrictions and guidelines while providing effective travel booking services for senior leaders. Effectively manage room reservations and travel for members of the board.

Meeting Planning:

Demonstrated ability to plan, manage coordinate or oversee complex and detailed arrangement associated with the planning, administration and follow up for meetings on a large scale or with high visibility, often 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 both in writing and verbally all aspects of planning meetings.

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.

• An Associate’s degree and a minimum of three years related experience is required, or a combination of education and experience from which comparable skills are obtained.
• Demonstrated ability to effectively and efficiently use computers and relevant software applications, such as E-Mail, Word, and Excel required. An aptitude to learn new computer programs/platforms as needed and the ability to analyze data received from various data sources is required.
• Excellent interpersonal and communication skills including the ability to compose written and oral correspondence to a diverse range of constituents. Excellent proofreading, grammar and spelling skills are essential.
• Must have a demonstrated ability to manage detailed, confidential, and sensitive information.
• The ability to work highly independently is essential.
• Demonstrated ability to prioritize tasks and to meet timelines in a deadline-driven environment is essential.
• Must be capable of working collegially with a diverse group of faculty, staff and students on a daily basis.

Previous experience in an academic setting.

2022S096Posting

No

Weekdays, occasional weekend and evening events.

07/26/2022

Yes

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.