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Administrative Assistant, Parents' and Grandparents' Fund

Company: Colgate University
Date Posted: February 10, 2017

Job Category: Support Staff

Division/Department: UR-Advancement-Parent's Fund

Full time/Part Time: Full-Time

Temporary: No

Working hours: Days, other hours as needed

Colgate University, a highly-selective residential liberal arts university with 2,900 students, is a very special place to work. A diverse group of individuals from local and worldwide communities, our staff is critical to preserving the university's high standards and strong reputation as a leader in higher education. We nurture an inclusive, collaborative culture, where each employee is treated as an important contributor, offer generous benefit packages and encourage staff wellness, learning and advancement. We offer staff opportunities to audit Colgate classes, as well as earn credits towards a Colgate undergraduate degree. Our friendly staff can be found attending lectures, working out together at our state of the art gym facilities, kayaking, paddle boarding and sailing on Lake Moraine, and participating in one of the many daily events that take place on campus and in the Village of Hamilton.

Job Description: The Parents' and Grandparents' Fund is responsible for the engagement of current and past parents. While securing financial support is the primary objective, the team also identifies ways in which parents can positively impact the university through volunteerism. Parents not only make leadership level gifts at $2,000 plus, but they also host events, provide students with jobs and internships, and participate in career panels.

The team currently consists of three professionals with each carrying a prospect portfolio. Management of these portfolios require extensive travel. Therefore, the individual in this role will at times serve as the face of the department and will be expected to employ a solution oriented approach to challenges. The department works closely with the Special Events team and assist with some of their initiatives when needed.

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

Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports. Responsible for departmental communication to include: newsletters, posters, invitations, etc. Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.
Monitor departmental budgets and report on status, variances, and potential issues. Responsible for building and/or room scheduling and service requests, as required. Coordinate 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 special projects, additional activities, committees and other work unique to the department, division or function, as assigned.

(Education and Experience)
- A minimum of an Associate's degree, or a combination of education and experience from which comparable skills are acquired.
- A minimum of two years of relevant experience is required.
- Strong computer skills are essential including keyboarding and experience with Microsoft Word, Excel, Power Point.
- Excellent phone and email etiquette to effectively respond to various inquiries from a diverse group of constituents.
- An attention to detail and accuracy is essential.
- Must possess excellent verbal and written communication skills.
- Must be able to manage confidential and proprietary information appropriately.
- An ability to multi-task and prioritize work assignments is key.
- Must have demonstrated analytical thinking, and solution-oriented approach.
- Must have demonstrated project, event and budget management experience.
- Must be able to work well as a team, and independently.

Additional Preferred Qualifications:
- A Bachelor's degree is preferred.
- Demonstrated experience coordinating volunteers is preferred.

Job Open Date: 02-09-2017

Application Types Accepted: General Application

Special Instructions to Applicants: 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 and gender identity and expression, genetic information, victims of domestic violence and stalking, familial status, and all other categories covered by recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation and selection for training at all levels of the employment. Colgate University is an Equal Opportunity Employer. Minorities/Females/Persons with Disabilities/Protected Veterans are encouraged to apply.

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