Colgate University — Administrative Assistant, Provost and Dean of Faculty

Colgate University

Administrative Assistant, Provost and Dean of Faculty


Requisition Number: 2020S007Posting
Full Time/Part Time: Full Time
Division: Dean of the Faculty
Department: Dean of FacultyThis position is a key member of the Provost and Dean of the Faculty leadership team that supports Colgate’s core academic mission. As the department administrative assistant, this position will be expected to operate effectively and efficiently maintaining a professional environment and high level of confidentiality and will provide administrative support to the Office of the Provost and Dean of the Faculty, serving as the primary point of contact for the office, coordinating travel, planning events, and managing the workflow of many critical processes.

Department Statement:
This position is a key member of the Provost and Dean of the Faculty leadership team that supports Colgate’s core academic mission. As the department administrative assistant, this position will be expected to operate effectively and efficiently maintaining a professional environment and high level of confidentiality and will provide administrative support to the Office of the Provost and Dean of the Faculty, serving as the primary point of contact for the office, coordinating travel, planning events, and managing the workflow of many critical processes.

Accountabilities:
Responsibilities include coordination of the daily and ongoing operations of a division or function. Serves as a lead with other support staff within the division. Responsible for developing work procedures and maintaining quality control and ensuring deadlines are met.

Specific accountabilities include: greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the division/function; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of division/function; coordinate with vendors and service providers; assist with onboarding new employees; and maintain adequate office supplies and other material required for the operation of the division, which may include researching services and pricing, processing quotes, creating PO's and requisitions and submitting for timely payment.

Maintain divisional records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.

Responsible for divisional/function communication to include: website maintenance, newsletters, posters, invitations, etc.

Responsible for all aspects of planning and execution of divisional/function events and functions, including travel arrangements.

Monitor divisional/function budgets and report on status, variances, and potential issues.

Responsible for building and/or room scheduling and service requests, as required.

Responsible for oversight of 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 other responsibilities, special projects, committees and other work unique to the department, division or function, as assigned.

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.

Team Leader
Demonstrated ability to plan and coordinate the activities of other support staff within the division in a timely and effective manner. Demonstrated ability to develop clear work procedures and training processes. Demonstrated ability to actively seek input and involve group members in divisional processes. Develops and uses collaborative relationships to facilitate the accomplishment of work goals.

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.

Behavioral Competencies
Personal Accountability for Results
Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.

Effective Communication
Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.

Problem Solving and Decision Making
Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.

Change Management
Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.

Leadership and Teamwork
Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.

Creativity and Innovation
Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.

Diversity and Inclusion
Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.

Sustainability
Understands the impact of decision making and personal behavior in achieving the university’s commitment to a sustainable and carbon-neutral campus; supports and advances the university’s sustainability initiatives; influences others to use sustainable practices.

Professional Experience/Qualifications

Preferred Qualifications

Education
An Associate’s degree is or a Bachelor’s degree is preferred. A combination of education and experience from which comparable skills are attained will also be considered.

Certifications

Physical Requirements

Other Information

Work Schedule:
Weekdays

Job Open Date:
01/23/2020

Job Close Date:
3/28/2020

Open Until Filled
Yes

Special Instructions Summary

EEO Statement
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, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.

Clery Act
CAMPUS CRIME REPORTING AND STATISTICS
The Campus Safety Department will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. To obtain a copy, contact the Campus Safety Compliance Manager via e-mail at cusafety@colgate.edu. You may also access the report from the Campus Safety web page at: www.colgate.edu/offices/support/campussafety.

To view the full job posting and apply for this position, go to: https://careers.colgate.edu/postings/2796

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