Vacancy ID

S2037

Job Title

ADMINISTRATIVE ASSISTANT - CENTER FOR CIVIC ENGAGEMENT/HONORS PROGRAM

Department

Provost and Educational Affairs

School/Parent Organization

Provost and Educational Affairs Parent Org

Division

Provost and Educational Affairs Division

Employment Category

Fulltime-Regular

Anticipated start date

01/03/2017

If temporary, expected end date

Hours per week

37.5

Weeks Per Year

52

Normal Start Time

08:30 AM

Normal End Time

05:00 PM

Position/Job Summary

Provide administrative and secretarial support within the Center for Civic Engagement and for the Honors Program. Serve as the first point of contact for greeting and directing visitors to the office, answer telephones, and provide information to students, staff, and faculty regarding Civic Engagement and Honors. Manage calendars and travel schedules, receive confidential information and inquiries and prepare correspondence. Prepare and distribute agendas, attend meetings, and record and transcribe meeting minutes and project discussion items and materials in support of various committees and special initiatives. Maintain confidential academic and other records, files, and documents.

Position/Job Responsibilities

1. Perform administrative and secretarial responsibilities in direct support of the Center for Civic Engagement, Honors program, the Director of Civic Engagement and the Honors Program Director; prepare correspondences, reports and other documents, schedule meetings and appointments, maintain calendars and make travel arrangements for directors and students. Prepare and process travel authorizations and expense reports. Provide direct support for the Honors admissions process including record keeping and sending letters of acceptance.

2. Serve as the first point of contact for greeting, screening and directing callers and visitors to the Center for Civic Engagement and the Honors Program. Answer telephones, take messages and respond to questions and general inquiries. Provide information to students, staff and faculty regarding academic programs, policies and procedures.

3. Develop and demonstrate a multicultural awareness and contribute to cultivating an inclusive, diverse and respectful College community. Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.

4. Coordinate and arrange for facility and technology repairs, office coverage, website updates, blog posts, surveys, and other organizational initiatives as assigned.

5. Provide day-to-day direction, guidance and supervision to student assistants assigned to the Center for Civic Engagement and the Honors program, establish work schedules and approve Time Report Forms; assist with the selection and hiring process as appropriate.

6. Assist in maintaining and monitoring office and program budget(s) to include processing purchase orders, reconciling credit card expenditures, processing travel forms, paying invoices, and tracking capital items through the Financial Information System Parnassus; utilize IProcurement, EZ pay and IC Market Place for making purchases and payments. Maintain up-to-date records in Parnassus and spreadsheets for Honors and Civic Engagement regarding spending.

7. Provide administrative support for Honors classes to include attending on and off campus events. Provide assistance with scheduling Honors courses and processing course evaluations; maintain schedule worksheet, solicit information/requests from honors faculty, and provide class information to the Deans' Offices and Registrar's Office. Run student record reports for Honors as required, review student records for GPA warning and Honors status. Provide support for various advising issues.

8. Provide administrative support for courses with Civic Engagement components, or community-based faculty and student research projects. Assist with community-based learning course attribute process and logistics of community-based assignments, projects, and events.

9. Work in conjunction with the Schools and the Student Governance Council regarding standing committees that are in need of faculty and student representation.

10. Assist in coordinating special events and programs to include speaker engagements, meetings, seminars, workshops, conferences, and other special events sponsored by Civic Engagement or Honors. Provide logistical support in the planning of off campus events/trips for the Honors Program and Civic Engagement to include buying tickets, selling tickets to students, and making travel arrangements; prepare honoraria for guest speakers and consultants.

11. Ensure confidentiality and security of office facilities and records and participate in special projects and perform additional duties as assigned.

Position/Job Qualifications

Associate's degree and a minimum of 2 years' of previous office experience or the equivalent combination of education and experience; strong interpersonal and communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment, excellent organizational skill, solid working knowledge of various word processing, spreadsheet and database software applications; ability to multi-task and process sensitive and confidential information; previous experience maintaining and reconciling office and project budgets, and good attention to detail are required. Previous experience working with on-line information systems, on-line corporate calendars and experience working in a college or university setting are preferred.

EEO Statement

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

Instructions for submitting your application:

Interested applicants must apply online at http://ithaca.edu/jobs/ and attach a resume, cover letter, and list of three professional referencs. Questions about online application should be directed to the Office of Human Resources at (607) 274-8000. Screening of applications will begin immediately.

Work authorization (select one):

Visa sponsorship is not provided for this position

Department description

College Description

At Ithaca College, a comprehensive residential campus community of 6,500 students, we strive to be at the forefront of the higher education landscape. Our strategic plan, IC 20/20, positions us to offer a distinct integrative learning experience that makes students ready for the personal, professional, and global challenges of our age.

We seek candidates who embrace integrative learning and want to be a part of this exciting time in Ithaca College history. We encourage creative collaboration and innovation in our faculty and staff, providing support and resources for them to grow in their fields and lead students to their own innovative ideas and achievements.

We welcome different ways of thinking and look for candidates with unique points of view and life experiences. We are inclusive of individuals with a wide range of cultural, personal, and professional backgrounds, talents, and skills. Our campus is a vibrant and rewarding community where diverse minds can learn, succeed, and excel.

When reviewing candidates, we are looking for indicators of a number of core competencies. Prospective candidates must be adaptable, collaborative, inclusive, respectful, responsive, results driven, and sustainable. They must communicate effectively, demonstrate leadership, exhibit professional integrity and ethics, take initiative, value personal and professional development, and show that they will engage in the college.

Nestled in the heart of New York State's scenic Finger Lakes region, Ithaca College sits atop South Hill overlooking picturesque Cayuga Lake and is just minutes away from the city center. Combining small town warmth and charm with the vibrancy of a college community, the thriving and culturally diverse city of Ithaca has been rated by Kiplinger's as one of the top 10 places to live in the United States.

To learn more about Ithaca College, visit us at http://ithaca.edu

Market Hiring Range

$16.50 - $17.59

FLSA Status

Non-Exempt

Salary Band

NE.F.100

Is this position eligible for benefits?

Yes


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