Vacancy ID

S2211

Job Title

ADMINISTRATIVE ASSISTANT

Department

Art

School/Parent Organization

Humanities and Sciences Parent Org

Division

Provost and Academic Affairs Division

Employment Category

Parttime-Regular

Anticipated start date

01/22/2018

If temporary, expected end date

Hours per week

37.5

Weeks Per Year

40

Normal Start Time

8:30 AM

Normal End Time

5:00 PM

Position/Job Summary

Nine month position (August through May) to serve as a member of the administrative support team within the School of Humanities and Sciences providing primary administrative support to the Art Department and providing additional administrative assistance to the Art History & Anthropology Departments. Perform a variety of secretarial and administrative duties to include preparing documents, assimilating data and preparing reports, scheduling appointments and arranging meetings, maintaining files and processing forms. Provide assistance in developing and/or maintaining department budgets. Order selected course materials and office supplies. Serve as resource person to the department chairperson, other faculty, staff, and students within the department.

Position/Job Responsibilities

1. Provide secretarial and administrative support for the department chairperson and faculty of the Art Department to include preparing letters, memos, reports, proposals, records, manuscripts, and other documents. Sort and distribute mail; screen in-coming correspondence and compose replies based on general instructions of the supervisor.

2. Work in collaboration with the administrative assistant in Art History & Anthropology to provide additional administrative support for the department on an on-going basis, as well as providing assistance during peak workload periods. Provide backup and assistance to these departments in the absence of the administrative assistant.

3. Develop and maintain department databases. Compile information and prepare spreadsheets and reports on departmental, committee or other activities. Maintain files and records and provide necessary documents for staff member's use.

4. Screen students, staff and visitors, answer telephone and take messages. Serve as a resource person to provide program information, respond to verbal and written requests for information, and provide department tours. Assist students and faculty in following College and departmental procedures and completing documentation. Make referrals to appropriate areas when additional advice is necessary.

5. 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.

6. Maintain departmental calendar, schedule appointments and meetings. Make travel reservations and arrange living accommodations. Set up special functions and make necessary arrangements for meals, refreshments and facility support.

7. Provide assistance with course scheduling and reserving of rooms; provide assistance in identifying problems/conflicts with proposed schedules. Develop and maintain a database for tracking course enrollments.

8. Provide assistance to the department chairperson in the preparation, review and updating of the departmental section of the undergraduate catalog and H&S Supplement.

9. Provide assistance to department faculty with preparation of course exams, syllabus, tenure and promotion documents and letters, and course evaluations. Maintain confidential tenure and promotion files.

10. Assist with the faculty search process to include on-line processing, preparing correspondence; maintaining files; gathering information for the Chairs review, making travel and living accommodations, and preparing itineraries. Process candidate reimbursements and recruitment charges.

11. Serve as department liaison for the Admission Office Person-to-Person program. Coordinate faculty participation and schedule all appointments with the Office of Admission.

12. Hire, train, schedule, and supervise the Art Models. Obtain documentation for I-9 completion and process new hires and terminations using the on-line human resources information system, Parnassus. Monitor job performance and arrange for substitute models. Authorize on-line time reports and distribute paychecks. Maintain the Art Model salary budget.

13. Work with art faculty and Handwerker Gallery Director to organize the annual Senior Art Exhibition, coordinating the jurying process, and assisting students with paperwork.

Position/Job Qualifications

High school diploma and a minimum of 3 years previous office experience; in-depth knowledge of various word processing, spreadsheet and database software applications, excellent attention to detail, strong interpersonal and communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment; experience maintaining and monitoring departmental budgets and expenditures, ability to prioritize projects, handle multiple tasks and meet deadlines are required. Previous experience working with an on-line student information system in a College or University is 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 and cover letter. 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. We 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

$16.75 - $17.75

FLSA Status

Non-Exempt

Is this position eligible for benefits?

Yes


To apply please click here!