Job Description: The Colgate University Office of Admission is a busy and active office. Our office receives over 8,000 applications each year, greets over 7,000 visitors and manages inquires 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. Specific accountabilities include: being responsible for accurate and timely data entry; planning and execution of all department events as assigned; planning and executing itineraries of department staff; completing administrative procedures and processes central to the department which may include communications with internal and external constituent populations, greeting visitors, and managing reception areas; responding to administrative inquiries pertaining to department and when appropriate, referring to other Colgate resources; managing calendars, contacts and email correspondence for self and other departmental staff; maintaining administrative data sets, editing and formatting documents and producing standard reports with accuracy; monitoring departmental budgets; coordinating work and/or schedules of students or casual wage employees. Ability to respond to supervisor feedback and accountable for complying with NCAA recruiting rules. Essential Functions: Individuals will be required to master the following administrative assistant technical competencies in addition to their day-to-day accountabilities outlined in the job description above. 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. Customer Service: Ability to provide high-quality customer service either in person, on phone, or via email at all times. Event and Meeting Planning: Demonstrated ability to effectively coordinate events. Demonstrated ability to develop vendor relationships and negotiate favorable contract terms. Demonstrated ability to communicate both written and oral communication related to planning events.Technical Data Systems: Demonstrated ability to use relevant data systems/software used in the department. Demonstrated ability to enter, manipulate and query all data sets used in day-to-day situations. Demonstrated ability to execute all day-to-day and core functionality of relevant data systems. Demonstrated ability using MS office and Google applications: collecting, formatting and organizing moderately complex data via sorting, filters, charts; all basic to intermediate level formulae, including pivot tables. Demonstrated expertise with most commonly used MS word features and functionality, including table of content formatting, mail merges, track changes and other similar features. Ability to edit basic formatting and functional elements of MS PowerPoint. Demonstrated ability to effectively use all software systems required for office systems. Technical Office Systems: Demonstrated ability to efficiently use standard office software to manage own calendars, contacts and email correspondence as well as the ability to manage for departmental staff members. Ability to use videoconferencing programs.Travel Planning: Demonstrated ability to support travel planning involving multiple modes of transportation, destinations and lodging. Demonstrated ability to quickly and efficiently and inexpensively alter travel plans and itineraries. Demonstrated ability to consistently stay within budgetary travel restrictions and guidelines while providing effective travel services. Qualifications: A minimum of an Associates degree is required. 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. Requires the ability to manage confidential and sensitive student information. Must be able to exercise a high degree of judgment and discretion and work as a member of a team and independently. Requires overtime during peak periods and involves some Saturday work outside of peak season. Must be capable of working collegially and effectively with a diverse group of visitors, students, faculty and staff on a daily basis. Proficiency in Microsoft Word, Excel, Outlook and Google is essential as well as experience with multiple, complex databases and reporting systems. Demonstrated organizational skills and ability to coordinate complex projects and events. Strong customer service skills. Solid phone etiquette, and the ability to be the voice of Colgate, understand Colgate's mission and the value of a liberal arts education. Additional Preferred Qualifications: A minimum of one year of general office/administrative experience is preferred.Preferred system knowledge includes Banner and CRM products. Special Instructions to Applicants: 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."Colgate University is committed to the principle of institutional control in administering its athletics program in a manner consistent with the NCAA, ECAC, and Patriot League rules. The employee in this position must maintain familiarity with all applicable NCAA rules and is responsible for compliance with those rules.Applicants with dual-career considerations can find postings of other employment opportunities at www.upstatenyherc.org
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.