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Admission Administrative Assistant - Two Positions, 12 months

Colgate University
Hamilton, NY
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Job Details

Job Category:

Support Staff

Position Title:

Admission Administrative Assistant - Two Positions, 12 months

Full Time/Part Time:

Full Time


Admission and Financial Aid



Department Statement:

The Colgate University Office of Admission is a busy and active office. Our office receives over 20,000 applications each year, greets over 7,000 visitors and manages inquiries from over 40,000 prospective students. The Admission Administrative Assistants (AAA) within the Office of Admission provide administrative support for application processing, inquiry management, campus visitors, student volunteer programs and recruitment travel. The AAA team is both a critical and integral part of the university’s successful admission process.


Participates in a team oriented working environment through all phases of the recruitment and selection process. Shared tasks include daily coverage of shared admission phone line, admission email account, assisting with travel planning, application processing and staffing of the reception desk on a rotating basis.The position will have the following responsibilities and accountabilities:

  • Accountable for assisting staff with actively recruiting students electronically and in person through effective communication consistent with Colgate’s mission.
  • Accountable to provide outstanding customer service with written and verbal communication to both on and off campus constituents.
  • Accurate and timely entry of data in and out of Slate CRM; including large volume of application materials.
  • Editing and formatting documents, producing reports with accuracy.
  • Managing calendars, contacts and email correspondence for self and other department staff.
  • Assisting staff with travel and recruitment efforts.
  • Accountable for familiarity with and compliance to NCAA recruiting rules.
  • Ability to respond to supervisor feedback.
  • Accountable for personal growth and advancement of relevant admissions, analytical, process and general professional skills and behaviors.
  • Perform other duties and projects as assigned.


Administrative Procedures


Demonstrated mastery of commonly and consistently used Colgate administrative policies and practices. Has knowledge sufficient to conduct 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 policies and procedures.


Communication Skill


Demonstrated ability to build relationships and communicate (both electronic and in person) with potential applicants and constituents (families, high school personnel) which may include underrepresented populations, urban populations and first-generation college students. High quality communication skills include public speaking skills and strong writing skills. Ability to answer complex and at times difficult questions on the spot in public situations.


Customer Service


Ability to provide high quality customer service in person, on phone, through email and virtual platforms. Demonstrated ability to connect prospective students and families, high school personnel and other constituents while providing a high level of customer service. Must be able to provide high level customer service even in cases of sensitive and confidential information.


Data Systems


Demonstrated ability to manipulate and query data used in day to day situations. Must possess basic math and computation abilities.


Travel Planning


Demonstrated ability to support travel planning 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 budgetary travel restrictions and guidelines while providing effective travel services.




Demonstrated ability to access and navigate appropriate technology systems used in admissions. Ability to enhance and improve proficiency in admission technology tools.


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.




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:

  • Must possess the ability to establish priorities, handle multiple projects, coordinate and achieve efficiency concerning work responsibilities while remaining detail oriented and processing work with a high degree of accuracy.
  • Demonstrated ability to manage confidential and sensitive information pertaining to application review and other admission initiatives.
  • Must be able to exercise a high degree of judgment and discretion and work as a member of a team and independently.
  • Must be capable of working collegially and effectively with a diverse group of students, faculty, staff, and visitors on a daily basis.
  • Excellent oral and written communication skills required.
  • Proficiency in Microsoft and Google products is essential.
  • Demonstrated organizational skills and ability to coordinate complex projects is important.
  • The ability to effectively communicate Colgate’s mission and the value of a liberal arts education.
  • Experience with complex databases and reporting systems is preferred.
  • Requires overtime during peak periods and involves some Saturday work outside of peak season.

Preferred Qualifications:

A minimum of one year of general office/administrative experience is preferred.


Associate degree or equivalent experience preferred.

Physical Requirements:

Required to work on campus.

Requisition Number:




Work Schedule:

Weekdays, with occasional weekends.

Job Open Date:


Open Until Filled:


Special Instructions Summary:

Please share a Diversity Statement with us:
Colgate has a diverse student, faculty, staff, and alumni population representing a variety of races, gender identities, social economic status, sexual orientations, languages, national origins, etc. Our Diversity, Equity & Inclusion Plan presents a framework for continuing the creation of an inclusive campus and engaging the Colgate community in this effort in the years ahead.

Please describe how you would connect and work with a diverse community. The statement can be any length (e.g. paragraph or page). You can upload the statement under the Diversity Statement document heading. For information on how to write a diversity statement, see our Guidance on Crafting Diversity Statements.

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:

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 [email protected]. You may also access the report from the Campus Safety web page at:


Colgate is a nationally recognized liberal arts college set on a beautiful campus in central New York.

Some 2,900 undergraduates are enrolled in 54 programs, taking advantage of the university's award-winning curriculumoff-campus study program, and numerous research opportunities.

Students enjoy small class sizes taught by expert faculty members -- not teaching assistants.

The university’s strategic plan offers a blueprint for turning today’s students into tomorrow’s leaders, joining the scores of alumni already playing major roles in a variety of fields. The Center for Career Services is a key player as students make this transition.

Colgate hums with activity. It is a place where the arts thrive. Student-athletes compete at the very highest level of NCAA Division I sports. There are dozens of club and intramural sports programs, and the college’s outdoor education program is second to none.

Above all, Colgate is about academic excellence. It is a tradition forged in 1819 and honed through the years by each class of select students.

Colgate University is a highly selective residential liberal arts institution distinguished by academic excellence and interdisciplinary inquiry. Located on a beautiful campus in upstate New York, Colgate takes pride in the active engagement of its students, staff, and faculty in local, national, and global communities. At Colgate, we feel that a diverse and inclusive community is a cornerstone of educational excellence.

Colgate University is a highly selective residential liberal arts institution distinguished by academic excellence and interdisciplinary inquiry. Located on a beautiful campus in upstate New York, Colgate takes pride in the active engagement of its students, staff, and faculty in local, national, and global communities. At Colgate, we feel that a diverse and inclusive community is a cornerstone of educational excellence.

The Office of Equity and Diversity at Colgate is charged with fostering a diverse and collaborative community by increasing understanding, respect and inclusion. It is the mission of the office to support campus diversity initiatives with the goal of increasing understanding, respect and inclusion, and to ensure compliance with policies relating to affirmative action, discrimination, and harassment.  The university’s strong commitment to equal opportunity and inclusivity is clearly articulated in the diversity mission statement found here.  The university strives to provide an environment where everyone in our community can learn about, appreciate, and celebrate our diverse cultures and gain understanding, knowledge and skills to be engaged citizens locally as well as globally.

Colgate University fully subscribes to all federal and state civil rights laws banning discrimination in private institutions of higher education. Colgate will not discriminate against any student, employee or applicant for employment because of race, color, sex, pregnancy, religion, creed, national origin (including ancestry), citizenship status, physical or mental disability, age, marital status, sexual orientation, veteran or military status (including special disabled veteran, Vietnam-era veteran, or recently separated veteran), predisposing genetic characteristics, domestic violence victim status, or any other protected category under applicable local, state or federal law, including protections for those opposing discrimination or participating in any complaint process at the Equal Employment Opportunity Commission or other human rights agencies. This nondiscrimination policy covers both employment and access to educational opportunities.  It is the policy of the university to provide equal opportunity in employment and not to discriminate against any individuals with disabilities who are qualified for employment in the positions for which they apply. Reasonable accommodations will be provided in accordance with applicable laws and regulations.

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