Position Details

Position Information

Vacancy ID S2219
Department College Relations and Advancement
School/Parent Organization College Relations and Advancement Parent Org
Division College Relations and Advancement Division
Employment Category Fulltime-Regular
Anticipated start date 02/05/2018
If temporary, expected end date
Hours per week 37.5
Weeks Per Year 52.2
Normal Start Time 8:30 AM
Normal End Time 5:00 PM
Position/Job Summary

Provide direct assistance to the vice president for college relations and advancement with details concerning executive business matters to include administrative, secretarial, and office management responsibilities. Work directly with college trustees, the office of the president, and other vice presidents’ offices on behalf of the vice president and provide primary assistance with business matters related to institutional advancement and broader matters for Ithaca College. Together with the development associate, support the vice president in major and principal gift initiatives.

Position/Job Responsibilities

1. Serve as the point of contact for the office of the vice president for college relations and advancement; screen visitors, provide information, and make referrals to appropriate individuals or offices. Answer telephone, take messages, and reply to questions. Transmit instructions or information to and from staff members, students, faculty or other individuals.

2. Manage complex meeting, appointment, and travel schedules for the vice president. Assume responsibility for the timely and efficient management of the vice president’s calendar. Make reservations, arrange accommodations, and create itineraries for the as needed. Work closely with the president’s office and other vice presidents’ offices to ensure that meetings involving the college’s senior leadership team are scheduled in a timely manner. Schedule and coordinate all of the vice president’s meetings with division staff.

3. Schedule and staff any divisional meetings and/or retreats.
4. Submit travel authorizations with itineraries and submit all receipts as needed for vice president’s travel.

5. Prepare documents, proposals, and contracts for review and approval by the vice president. Prepare and maintain correspondence and reports required for reference and efficient operation of the department.

6. Develop and maintain a comprehensive filing system, both paper and electronic, including confidential personnel files.

7. Develop and maintain effective working relationships within the department, division, the campus community, and with alumni and other individuals having contact with the vice president’s office. Work directly with college trustees, the office of the president, and other vice presidents’ offices regarding business matters related to college relations and advancement and other broad areas for the college.

8. Work closely with the development associate and staff in the president’s office to coordinate meetings, events, and travel that involve the vice president and the president of the college.

9. Provide assistance in planning for special functions and events involving the vice president, including making room reservations, arranging meals and refreshments, and ensuring proper facility support. Coordinate events with the president’s office as appropriate and participate in special projects as directed.

10. Provide support to the development associate to manage the vice president’s prospect pool, including support with gift processing, acknowledgements, correspondence, proposal updates, and timely entries to the Advance database.

11. In concert with the development associate, provide logistical and administrative support to the volunteer groups the vice president is assigned to staff.

12. As time and workload permit, create and maintain briefings, biographical information, and the vice president’s correspondence for key meetings with senior administrators, volunteers, and donors.

13. Screen and track documents and forms for the vice president’s signature and request or provide additional data as necessary. Ensure the confidentiality and security of office facilities and records.

14. Act as backup support for the development associate and the associate vice president’s administrative assistant during absences.

15. 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.

16. Other duties as assigned.

Position/Job Qualifications

Associate degree and a minimum of 3 years office experience supporting senior or executive level management; demonstrated ability to handle multiple tasks and shift priorities, in-depth knowledge of various database, spreadsheet and word processing software applications, familiarity with basic record keeping and accounting, strong attention to detail, organizational, interpersonal, and communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment; skilled at designing, developing and maintaining electronic filing systems; ability to work with a wide range of constituents and handle confidential information required. Bachelor’s degree and previous experience working with on-line information systems, on-line calendars and experience working in a college or university setting 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 and attach a resume, cover letter and list of three professional references. 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

Market Hiring Range $20.50 to $22.50
FLSA Status Non-Exempt
Is this position eligible for benefits? Yes

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
  3. Reference List
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).