Reports To: Associate Provost

Position Type: Full Time

Standard Hours: 40 hours / week

FLSA Status: Non-Exempt

Classification: Support Staff

Summary:

The Administrative Assistant provides administrative support to the Field Period program, Career Development, Community Relations, and Conference Services. This position supervises overall office functions.

Essential Responsibilities:

• Manages day-to-day overall office operations including: General administrative office tasks, which include but are not limited to greeting visitors, answering/fielding the telephone and transferring calls, office coverage, computer work, sorting and distributing mail, budget requests/reimbursements, office filing and electronic record management.
• Serves as liaison between the Field Period program, Career Development, Community Relations, and Conference Services and other campus units/departments (in particular Registrar, Admissions, Business Office, Payroll, and faculty). Makes initial contacts, negotiates low to medium level issues and communicates complex concepts.
• Administers, manages/monitors, and/or assists with office paperwork and electronic processes, to include but not limited to: The Field Period program, Career Development, Community Relations, and Conference Services
• Assists with the input and maintenance of data/computer files for all program needs.
• Administers, manages/monitors, and/or assists with the budget and scheduling for the Field Period program, Career Development, Community Relations, and Conference Services and the numerous accounts/calendars/programs.
• Monitors and orders supplies and equipment for all programming needs within the Field Period program, Career Development, Community Relations, and Conference Services.
• Assists with College's ERP system, Colleague, as well as SSC, its coordinated care network for student support.
• Assists with the inputting of Field Periods/internships and full-time/part-time job opportunities into the Career Connections system. Manages Field Period approval workflow and records within Career Connections.
• Occasionally works weekends and/or evenings for special events sponsored by the Field Period program, Career Development, Community Relations, and Conference Services.
• Responsible for ensuring that assigned tasks are completed in compliance with various institutional and regulatory requirements.
• Maintain a professional and courteous attitude at all times towards co-workers, internal and external customers, representing Keuka College, its programs, policies, and procedures in a positive and professional manner. Maintain effective working relationships to ensure institution-wide teamwork.
• Attend provided/necessary training and other meetings to support effectiveness within the position as required.
• Consistently demonstrate high standards of integrity by supporting the Keuka College mission, vision, and values and adhering to institutional policies.
• Maintain a high regard for student privacy in accordance with the FERPA privacy policies and procedures.
• Regular and reliable attendance is expected and required.
• Perform other functions as assigned by management.

Minimum Qualifications:

1. Associates degree or higher preferred.
2. Experience in higher education especially helpful.
3. Strong computer skills including word processing, spreadsheets, surveys, e-mail and web applications (Windows, Microsoft Office). Preferred experience with an ERP system (Colleague, etc.)
4. Attention to detail and high standards for quality.
5. The ability to juggle many projects/requests/ demands at one time.
6. Excellent telephone skills.
7. Ability to effectively communicate both verbally and in writing.
8. Understand and behave with a high level of integrity and complete confidentiality at all times.
9. Ability to be sensitive to and respond to needs/concerns of students, faculty, college staff and the public.
10. Ability to work under pressure with a high tolerance for interruptions, and the ability to work with diverse groups of people.

Physical Requirements:

• Some evening and weekend hours may be required.
• Occasional lifting up to 25 lbs.

In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position.

Equal Opportunity Employer