Job Description: Accountabilities:Responsibilities include 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 on boarding 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. 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. Essential Functions: Individuals will be expected to master the following technical competencies:Office Productivity: Demonstrated ability to effectively utilize all university productivity applications (e.g. MS Office, Concur, EMS, CMS, and Google) to include: collecting, updating, formatting and organizing moderately complex data such as sorts, filters, charts, pivot tables, all basic to intermediate level formulae, table of content formatting, mail merges, track changes and other similar features. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts and email correspondence for department staff. Event Planning: Demonstrated ability to plan, manage, coordinate or oversee events requiring a high level of coordination and collaboration. Demonstrated ability to source and negotiate favorable contract terms and service delivery from vendors. Demonstrated ability to effectively produce and manage RSVP lists and special requests of participants. Demonstrated ability to communicate all aspects of planning events. Demonstrated ability to quickly, efficiently and inexpensively alter plans.Travel Logistics: Demonstrated ability to effectively create travel plans involving multiple modes of transportation, destinations and lodging. Demonstrated ability to quickly, efficiently and inexpensively alter travel plans and itineraries. Demonstrated ability to consistently stay within university travel restrictions and guidelines. Technical Data Systems: Demonstrated ability to utilize relevant data systems/software, e.g. Enterprise Resource Planning tool (Banner), Business Intelligence (Tableau). Demonstrated ability to enter, manipulate, query and export all data sets used in day-to-day situations. Demonstrated ability to use all day-to-day and core functionality of all relevant systems. Administrative Procedures: Demonstrated mastery of commonly used Colgate and divisional/functional administrative policies and practices. Has knowledge sufficient to follow 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 procedures and processes. Demonstrated ability to effectively pull together sensitive and moderately complex data and information into an organized and cohesive product. Customer Service: Demonstrated ability to create welcoming and professional environment for guests. Demonstrated ability to use positive communications. Demonstrated ability to listen, respond effectively and follow up appropriately on administrative inquiries, while being mindful and attentive to feedback. Makes use of specialized knowledge to assist others in resolving problems. Identifies opportunities for improving customer service methods. Domain-Specific Skills: As required by each department, division or function, employee may be required to have unique skills or knowledge relating to work specific to that department, division or function. These skills should be consistently demonstrated by the employee. Qualifications: - A minimum of an Associate's degree, or a combination of education and experience from which comparable skills are acquired. - A minimum of one year of relevant experience is required.- Strong computer skills are essential including experience with Microsoft Word, Excel, Power Point.- Excellent phone, in-person, and email etiquette to effectively respond to various inquiries from a diverse group of constituents.- An attention to detail and accuracy is essential as well as the ability to multi-task and prioritize work assignments.- Must possess excellent verbal and written communication skills.- Must be able to manage confidential information appropriately.- Must be able to assist students in crisis to locate appropriate resources.- Must possess a solution-oriented approach, and the ability to work well with individuals who have differing religious beliefs. - Must have the capability to coordinate large scale events, and frequent Chaplain Office programming and manage office budget on a day-to-day basis.- Must be able to work well as a team, and independently. Additional Preferred Qualifications: - A Bachelor's degree is preferred.- Demonstrated experience coordinating student volunteers is preferred. 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 are encouraged to apply.
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.