| 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.
- 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. 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 Demands: Ability to work nights and weekends, as required for events. EEO Statement: The University recognizes that equal employment opportunity can only be achieved through demonstrated leadership. It is the Policy of the University to recruit, employ, retain, promote, and train employees on the basis of merit, ability, and valid job qualifications without regard to any characteristics protected by applicable local, state or federal laws. |