Administrative Department Coordinator - Two Offices

Posting Details Position Information Job Category Support Staff Position Title Administrative Department Coordinator - Two Offices Full Time/Part Time Full Time Division Dean of the Faculty Department Office of University Grants and Sponsored Research Hiring Wage/Salary Range $19.00-$21.00 Determination When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations. Benefits Current BenefitsColgate University is proud to offer in-depth, competitive benefits that support the health and wellbeing of our employees and their family. The majority of benefits are effective on the date of hire.We pride ourselves on the scope and quality of the benefits offered to our employees. We invite candidates to visit our Benefits page to learn more about our generous benefits package, which includes but is not limited to:Health and Wellness:Comprehensive medical, dental, vision, behavioral health benefits, disability and life insurance, 403 B Retirement with employer core and matching contributions.Paid Time Off:Vacation time (varies based on position classification), sick time, 13.5 holidays including a Winter Recess between Christmas and New Year's and 3 floating holidays.Paid Family Leave:After six months of employment, employees become eligible for up to 12 weeks of paid time off up to 67% of salary to a state maximum for bonding with a newborn, adopted or foster child, caring for a family member with a serious health condition or to help after a family member has been deployed to active military duty abroad.Continuing Education and Professional Development:Employees and their spouse/domestic partner may take up to 2 courses per semester at Colgate, tuition free with a $20 per course registration fee.Funding for work related courses to obtain an undergraduate or graduate degree related to your current position.After 7 years of service in an eligible position an employee's eligible children may be awarded up to half of Colgate's tuition to attend an accredited college, university or trade school of their choice.Along with a generous benefits package, additional perks unique to Colgate University include but are not limited to free on campus parking, free gym membership with discounts for family members, reduced Seven Oaks Golf Course memberships, University Bookstore discount, free library access, 3 free tickets for any regular season athletic home event, access to Colgate owned Bewkes Center and Glendening Boathouse, free access to all cultural events. Department Statement As an Administrative Department Coordinator, you will support the administration of the Office of University Grants and Sponsored Research and the Office of Entrepreneurship and Innovation. This full-time position supports both offices, reporting to the directors of each office. This position offers a unique opportunity for an organized, motivated individual to support Colgate's academic mission and be an integral member of two offices that provide direct support to faculty, students, and staff. The successful candidate will be expected to work effectively and efficiently, to maintain a professional environment, and to execute a variety of critical administrative functions. Accountabilities Responsibilities include coordination of the daily operations of the offices. Specific accountabilities include:Greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the offices; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts, and correspondence of offices; 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 offices, which may include researching services and pricing, processing quotes, creating PO's and requisitions and submitting for timely payment.Support all processes related to grant proposal submission and awarding.Provide support for events and programs, including room bookings, catering, invitation and RSVP management, travel arrangements, and day-of on-site support.Maintain office records, research information, analyze data, prepare reports, edit, and format documents and presentations, and produce standard reports.Responsible for office communication to include: website maintenance, newsletters, posters, invitations, etc.Monitor office budgets and report on status, variances, and potential Issues.Responsible for building and/or room scheduling and service requests, as required.May be responsible for the timely and efficient execution of special projects, additional activities, committees, and other work unique to the offices, division, or function, as assigned. Technical Competencies Name Office Productivity Description 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. Name Event Planning Description 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. Name Travel Logistics Description 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. Name Technical Data Systems Description 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. Name Administrative Procedures Description 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. Name Customer Service Description Demonstrated ability to create a 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. Name Domain-Specific Skills Description 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 Name Personal Accountability for Results Description Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback. Name Effective Communication Description Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information. Name Problem Solving and Decision Making Description 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. Name Change Management Description 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. Name Leadership and Teamwork Description 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. Name Creativity and Innovation Description 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. Name Diversity and Inclusion Description 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. Name Sustainability Description 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. Requirements Professional Experience/ Qualifications Excellent typing and computer-related skills including proficiency in MS Office and Google DriveExcellent data management skills and rigorous attention to detailExcellent proofreading, grammar, and spelling skillsThe ability to work collegially with a diverse group of faculty and staffThe ability to prioritize tasks and work independentlyThe ability to manage detailed, confidential, and sensitive information Preferred Qualifications Previous experience working in higher education is desirablePrior experience working with Banner is desirable Education An Associate's degree and a minimum of two years related experience is required, or a combination of education and experience from which comparable skills are obtained Certifications Physical Requirements Other Information Posting Detail Information Requisition Number 2024S054Posting Temporary No Work Schedule Full-time, Monday - Friday, 37.5 hours per week Job Open Date 06/17/2024 Job Close Date Open Until Filled Yes Special Instructions Summary EEO Statement Clery Act CAMPUS CRIME REPORTING AND STATISTICS The Department of Campus Safety 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. You may access the report from the Clery Compliance web page at: Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at . Supplemental Questions Required fields are indicated with an asterisk (). Are you currently a Colgate employee? Yes No Have you ever been a Colgate employee? Yes No Do you have a spouse/domestic partner who currently is, or will be, employed at Colgate University? Yes No Are you at least 18 years of age? Yes No Please let us know how you heard about this position. Albany Times Union Binghamton Press & Sun BlackCoachesinSports Cazenovia Republican Chronicle of Higher Education Chronicle of Philanthropy Colgate Employee Colgate Website CoSIDA Diverse Issues of Higher Education HERC (Upstate New York HERC) LinkedIn Mid-York Weekly NACWA naviGATE NCAA News Norwich Evening Sun Oneida Daily Dispatch Sherburne News Syracuse Post Standard Utica Observer Dispatch Waterville Times Other If you selected 'Colgate Employee' or 'Other' for how you heard about this position, please provide the employee's name or where you heard about/saw the position. (Open Ended Question) Applicant Documents Required Documents Resume Cover LetterOptional Documents 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. Minimum Salary: 31200.00 Maximum Salary: 31200.00 Salary Unit: Yearly

Created: 2024-11-02