Administrative Assistant - ALANA (10 months/year)

Hamilton, NY - Posted: 12/07/16 | SHARE:


Colgate University, a highly-selective residential liberal arts university with 2,900 students, is a very special place to work. A diverse group of individuals from local and worldwide communities, our staff is critical to preserving the university's high standards and strong reputation as a leader in higher education. We nurture an inclusive, collaborative culture, where each employee is treated as an important contributor, offer generous benefit packages and encourage staff wellness, learning and advancement. We offer staff opportunities to audit Colgate classes, as well as earn credits towards a Colgate undergraduate degree. Our friendly staff can be found attending lectures, working out together at our state of the art gym facilities, kayaking, paddle boarding and sailing on Lake Moraine, and participating in one of the many daily events that take place on campus and in the Village of Hamilton.

Job Category: Support Staff

Division/Department: DC-ALANA Cultural Center

Full time/Part Time: Full-Time

Temporary: No

Working hours: Hours are 9:00am to 5:00pm, please see below

Job Description: The African, Latino, Asian, and Native American (ALANA) Cultural Center sponsors extensive programming throughout the year for the entire student body. The Center's professional staff oversee events, programming, and student organizations focused on multiculturalism, diversity, and inclusivity.
The Administrative Assistant - ALANA accountabilities and responsibilities will include the coordination of the daily operations of the department. Specific accountabilities include: greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the department; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of department; coordinate with vendors and service providers; assist with onboarding new employees; and maintain adequate office supplies and other material required for the operation of the department, which may include researching services and pricing, processing quotes, creating PO's and requisitions and submitting for timely payment.

Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.

Responsible for departmental communication to include: website maintenance, newsletters, posters, invitations, etc.

Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.

Responsible for advising approximately 10 student groups and co-supervising 2 students.

Monitor departmental budgets and report on status, variances, and potential issues.

Responsible for building and/or room scheduling and service requests, as required.

Coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time entry.

May be responsible for the timely and efficient execution of special projects, additional activities, committees and other work unique to the department, division or function, as assigned.


(Education and Experience): A minimum of an Associate's degree, and two years of administrative experience is required, or a combination of education and experience from which comparable skills are attained. Flexibility and the ability to manage multiple tasks and priorities in a fast-paced environment is crucial. Solid skills and experience in Microsoft Applications including Excel are critical as well as the ability to cull and consolidate data for reports. Excellent written communication and grammar skills and a high regard for detail are required. Capable of maintaining confidentiality when working with sensitive documents and information. Strong customer service experience is required and the ability to coordinate with multiple departments and diverse individuals across campus is critical. Demonstrated experience in monitoring and preparing departmental budgets is required and experience using budget management systems/software such as Concur. A keen awareness and sensitivity to multicultural and diversity programming is required.

Additional Preferred Qualifications: - A Bachelors degree preferred.
- Prior experience with event planning including travel logistics, and event advertising is preferred.
-Experience working in an academic setting with students aged 18 to 24 from all walks of life and socio-economic status is preferred.

Job Open Date: 12-02-2016

Job Close Date: Open Until Filled

Application Types Accepted: General Application

Special Instructions to Applicants: Some weekend and holiday work is required.

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 and gender identity and expression, genetic information, victims of domestic violence and stalking, familial status, and all other categories covered by recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation and selection for training at all levels of the employment. Colgate University is an Equal Opportunity Employer. Minorities/Females/Persons with Disabilities/Protected Veterans are encouraged to apply.

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