This position is a key member of the Provost and Dean of the Faculty leadership team that supports Colgate’s core academic mission. As the department administrative assistant, this position will be expected to operate effectively and efficiently maintaining a professional environment and high level of confidentiality and will provide administrative support to the Office of the Provost and Dean of the Faculty, serving as the primary point of contact for the office, coordinating travel, planning events, and managing the workflow of many critical processes.
Responsibilities include coordination of the daily and ongoing operations of a division or function. Serves as a lead with other support staff within the division. Responsible for developing work procedures and maintaining quality control and ensuring deadlines are met.
Specific accountabilities include: greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the division/function; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of division/function; 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 division, which may include researching services and pricing, processing quotes, creating PO’s and requisitions and submitting for timely payment.
Maintain divisional records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.
Responsible for divisional/function communication to include: website maintenance, newsletters, posters, invitations, etc.
Responsible for all aspects of planning and execution of divisional/function events and functions, including travel arrangements.
Monitor divisional/function 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.
May be responsible for the timely and efficient execution of other responsibilities, special projects, committees and other work unique to the department, division or function, as assigned.
A minimum of two years of administrative experience with progressive responsibilities such as ; managing executive calendars , managing promotion and tenure processes,managing faculty salary information with discretion, are critical skill sets to possess in consideration for this role. - Must be capable of maintaining confidentiality when working with sensitive documents and information. - Proven ability to work with limited supervision. - Must be detail oriented. - A flexible mindset with the ability to manage multiple tasks and priorities is crucial. - Expertise and advanced skills in Microsoft Office Suite, Google docs,is a must have. You will be expected to compose correspondence, create spreadsheets, develop and print reports, record and arrange data, maintain databases, create presentations, and cull and consolidate data for reports with an eagle eye attention to detail. - Excellent verbal and written communication skills. - Strong customer service skills with the ability to professionally coordinate with multiple stakeholders. - Prior experience with travel and event logistics and maintaining multiple calendars. -Strong aptitude for seeking out higher education industry knowledge, as well as, Colgate University organizational, systems and process knowledge. - Must be capable of working collaboratively with diverse groups of faculty, staff, students and community members.
Internal Number: FS0002
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.