The administrative assistant will coordinate the daily operations of Career Services' employer relations (ER) team and provide administrative support for Career Services' Summer Funding initiatives. Ensuring efficient execution of administrative procedures and processes central to Career Services' employer development efforts.
This position is scheduled to work 37.5 hours per week (1950 per year), normally Monday – Friday.
Responsibilities include coordination of the daily operations of the department.
Specific accountabilities include:
Greet visitors and ensure the reception area creates a welcoming environment;
Ensure efficient execution of administrative procedures and processes central to the department;
Respond promptly to requests for information and referrals to other resources as appropriate;
Manage calendars, itineraries, contacts, and correspondence of department; coordinate with vendors and service providers;
Assist with onboarding new employees;
Maintain adequate office supplies and other material required for the operation of the department, which may include researching services pricing, processing quotes, creating PO's and requisitions
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.
Monitor departmental budgets and report on status, variances, and potential issues.
Responsible for building and room scheduling and service requests, as required.
Coordinate work and schedules of the 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.
- Minimum of two (2) years of office experience with a high degree of autonomy required or the equivalent combination of education and experience. - Strong interpersonal and customer services skills to provide the quality of services expected by students, parents, alumni, campus colleagues, human resources professionals, and corporate executives. - Ability to exercise tact, discretion, diplomacy, and confidentiality - Skilled in data compilation and comfort with fundamental analysis - Strong written communication skills; excellent proofreading, grammar, and spelling skills - Versatile team player, self-starter who can exercise good judgment, anticipate needs, make independent decisions, and solve problems. - Able to balance multiple priorities in dealing with frequent interruptions - Extremely well-organized and detail-oriented, with excellent follow-through ability - Ability to work in a fast-paced environment - Demonstrated initiative, enthusiasm, and diligence - Highly proficient with computer applications (i.e., Word, Excel, and Google Apps) and willingness to master department specific software applications - Must be capable of working collegially with a diverse group of faculty, staff, and students daily
- High school diploma or equivalent required -Associate’s or Bachelor’s degree preferred
Colgate was first founded in 1817 as The Baptist Education Society of the State of New York by 13 men with $13 and 13 prayers. The number 13 is still Colgate's lucky number; Friday the 13th is always designated Colgate Day. New York State granted the school a formal charter in 1819, and the Baptists in New York City — soap maker William Colgate among them — consolidated their seminary with the Hamilton school to form the Hamilton Literary and Theological Institution in 1823. A state charter issued in 1846 changed the name to Madison University and established the right to grant degrees. Madison was changed to Colgate in 1890, in honor of the Colgate family's enduring support.
Today, Colgate is a thriving, highly selective liberal arts institution. Located in the geographic center of New York State. Colgate's campus in Hamilton, N.Y., boasts carefully preserved architecture, immaculate grounds, and a hillside setting. It is consistently named one of the most beautiful in the nation. It is a friendly and close-knit place where students develop lifelong bonds with the institution, with each other, and with faculty and staff members. More than 110 buildings on the 575-acre campus (the oldest dating back to 1827) and in Hamilton house Colgate's core educational, administrative, and student life functions. Faculty and staff members make intentional choices to live and work in Hamilton, New York, and this leads to a strong scholarly community that provides the foundation for an undergraduate education and preparation for life after college that is unique to Colgate.
The University's academic program is grounded in its Liberal Arts Core Curriculum, which has been in place since 1928 and is required of every undergraduate. The five core classes are Legacies of the Ancient World, Challenges of Modernity, Communities and Identities, Scientific Perspectives on the World, and Global Engagements. Undergraduates may choose from 56 majors and more than 40 additional minors. Classes are small, averaging 17 students, and are taught by nearly 300 full-time faculty members, 99 percent of whom have received a PhD or terminal degree in their field. Students are encouraged to collaborate with faculty members in research efforts, and Colgate undergraduates have co-authored articles in professional publications for more than 30 years.
Colgate also has a rich tradition of international and off-campus study and has one of the largest faculty-led off-campus study programs in the nation. The University is ranked first by the Institute of International Education in percentage of students participating in mid-length off-campus study programs. The off-campus study groups run for an entire semester, in locations around the world, including Africa, Australia, Asia, Europe, South America, and within the United States. Extended study programs offer students between two and five weeks of study following the end of the semester. Through these and more than 100 other affiliated programs, roughly two-thirds of Colgate students will study off campus during their undergraduate years.
In recent years, the University has made significant investments in the campus in support of students' academic and overall development, most notably construction of Benton Hall, the new home of Colgate's comprehensive career development initiatives; the addition of the Class of 1965 Arena to its athletics facilities; and a new middle campus quad featuring two new residence halls that will provide spaces for collaboration, intellectual exploration, and student-faculty engagement. They will open later in 2019.
With its endowment valued at more than $900 million, and an annual operating budget just above $200 million, Colgate holds a AA credit rating with S&P, which was reaffirmed in October 2018. In addition, Moody's Investment Service affirmed Colgate's Aa3 rating in August 2017 based on the University's excellent strategic positioning as a highly selective private liberal arts school with a robust market and sizeable financial resources.
To learn more about Colgate University, visit: www.colgate.edu.
Hamilton and the Surrounding Community
Founded in 1795, the Village of Hamilton, named one of the friendliest towns in the United States by Forbes magazine, has a population of roughly 4,000. The Hamilton Village Historic District was listed on the National Register of Historic Places in 1984, and is home to an eclectic mix of shops and restaurants. The area is ideal for outdoor recreation including biking, hiking, trail running, and skiing. Colgate's golf course, Seven Oaks, was designed by Robert Trent Jones and has been repeatedly recognized as one of the best college golf courses in the country. The University's location provides easy access for summer hikes and winter ski trips. It is less than a one-hour drive from Syracuse, four hours away from New York City, and five hours from Boston.
Colgate and Hamilton have formed the Partnership for Community Development, which develops an active network of professional consultants, foundations, municipalities, and not-for-profit organizations located throughout the Central New York region to assist area residents, businesses, and visitors. This includes efforts to stimulate and support local business through small business development and the revitalization of historic buildings. To strengthen the relationship between the village and the University, and to add to the economic development of downtown, Colgate relocated its campus bookstore to the downtown area of the village. Similarly, Colgate owns the Palace Theater, a 300-seat performing arts venue that is leased to an external nonprofit arts organization.
Colgate students are achievers intellectually, athletically, and artistically, and are actively engaged in the world around them. For the Class of 2022, fewer than 2,430 students were offered admission, chosen from more than 9,700 applicants representing 50 states, the District of Columbia, and 133 countries. The acceptance rate was 24.9 percent. Admitted students had an average GPA of 3.82 and the middle 50 percent achieved a combined SAT score of 1400–1510. Fifty-five percent of students are women, domestic students of color constitute 22 percent of the student body, and international students account for 15 percent. Forty-four percent of students receive financial aid, and Colgate meets 100 percent of demonstrated need.
The curricular and co-curricular overlap and intersect often at Colgate. The student-faculty ratio is 9:1 and the average class has 17 students. Small classes are common and allow for professors to advise and mentor students inside and outside of the classroom.
Colgate is a residential university with more than 93 percent of students living on campus. Housing options include traditional residence halls; interest-based residential communities; townhouses; apartments; and University-owned houses. The University recently launched a Residential Commons system designed to create strong and welcoming living/learning communities. The creation of these communities has required the renovation of existing dormitory facilities and the construction of new residence halls. Starting with the Class of 2021, every first-year student calls one of four Commons home, and beginning in 2019–2020, all sophomores will also live in a Commons. Through membership in their Commons, students engage with professors and each other in special recreational, social, and intellectual activities. More on the Residential Commons.
Junior and senior students may live in college apartments, college houses, Greek-affiliated chapter houses, or townhouses, or they may apply to live off campus. The 250 students approved to live off campus through the lottery take part in the Neighbor to Neighbor program, a collaborative effort between the Village of Hamilton and the Colgate community to ensure a positive and healthy relationship between the village and the campus.
The University's visual and performing arts offerings support creative endeavors of students on campus, as well as host visiting artists, musicians, filmmakers, theater groups, and other creative professionals.
Fraternities and sororities are part of a long-standing tradition at Colgate, dating back to the first fraternity charter adopted in 1856. Roughly a third of all Colgate students are affiliated with the fraternity and sorority community at Colgate University, which includes eight internationally affiliated Greek-letter organizations. Students are eligible to join a fraternity or sorority in their sophomore year and Colgate owns and oversees all chapter houses.
Colgate also has a rich and competitive athletic tradition. Approximately 25 percent of students are involved in a varsity sport, and 80 percent of students are involved in some form of varsity, club, or intramural athletics. There are 25 varsity teams, more than 40 club sports teams, and 18 different intramural sports. Colgate is part of the NCAA Division I Patriot League for all varsity sports (ECAC of Division I for men's and women's hockey) and consistently has one of the NCAA's top graduation rates among student-athletes.
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.
Internal Number: 2547
About Colgate University
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 and faculty in local, national, and global communities.