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ADMINISTRATIVE ASSISTANT - OFFICE OF THE PROVOST

Please see Special Instructions for more details.

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.

Position Details

Position Information

Vacancy ID S2216
Job Title ADMINISTRATIVE ASSISTANT - OFFICE OF THE PROVOST
Department Provost and Academic Affairs
School/Parent Organization Provost and Academic Affairs Parent Org
Division Provost and Academic Affairs Division
Employment Category Fulltime-Regular
Anticipated start date 01/22/2018
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 administrative and secretarial support within the Office of the Provost and Vice President for Educational Affairs. This position will serve as the first point of contact for greeting and directing visitors to the Office of the Provost and Vice President for Educational Affairs, answer telephones, and provide information to students, staff, and faculty regarding academic programs, policies and procedures. Manage calendars and travel schedules, receive confidential information and inquiries and prepare correspondence. Prepare and distribute agendas, attend meetings, take meeting minutes, and provide discussion items and materials in support of academic committees and special initiatives.

Position/Job Responsibilities

1. Provide administrative and secretarial support within the Office of the Provost and Vice President for Educational Affairs; prepare correspondence, reports and other documents, schedule meetings and appointments, maintain electronic calendars and make travel arrangements. Prepare and process travel authorizations and expense reports, and close all credit card transactions for the assigned coordinators and committees.

2. Serve as the first point of contact for greeting, screening and directing callers and visitors to the Office of the Provost and Vice President for Educational Affairs. 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. Provide administrative support for assigned coordinators and committees listed above. prepare and distribute agendas, attend meetings, record/transcribe meeting minutes and prepare project discussion materials. Inform the campus community of scheduled meeting dates, times, and submission deadlines.

5. Process purchasing and other financial records. Reconcile procurement card transaction. Prepare requisitions and process E-Z Payments within college financial and human resource systems.

6. Maintain various websites, including the Whalen Symposium, Phi Kappa Phi, NCUR and Ithaca Seminar, as well as Sakai sites or other related sites.

7. Serve as back-up for other administrative and secretarial support for meetings and minutes when regular support person is unavailable.

8. Coordinate special events and programs as assigned to include speaker engagements, meetings, seminars, workshops, conferences, and other special events.

9. Provide administrative and secretarial support for Phi Kappa Phi. Assist in scheduling meetings, prepare and distribute agendas, attend meetings and record/transcribe meeting minutes and provide discussion materials. Prepare correspondences and reports in support of committee chair(s). Coordinate Phi Kappa Phi Events – one in the fall, one in the spring.

10. Provide administrative and secretarial support for the Ithaca Seminar (ICSM) program, including the ICSM coordinator and ICSM steering committee. Coordinate IDEA survey administration, on-line programming, and communication with faculty to assess the ICSM program. Coordinate special events and programming, including First Year Kickoff events, speaker engagements, meetings, seminars, workshops, and conferences.

11. Coordinate student participation in College-sponsored research conference participation (e.g., NCUR). Make travel arrangements, maintain lists of student participation, liaise with faculty chaperones.

12. Coordinate annual Whalen Academic Symposium. Publicize and coordinate review of student proposals, provide information sessions for students, secure volunteers, oversee production of the program, and liaise with the Whalen Steering Committee, Conference and Event Services, and other offices as relevant.

Position/Job Qualifications

Associate’s degree and a minimum of 2 years previous office experience or the equivalent combination of education and experience; excellent organizational skills; strong interpersonal and communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment; 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 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

Documents Needed to Apply

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

Supplemental Questions

Required fields are indicated with an asterisk (*).