ADMINISTRATIVE COORDINATOR

The Administrative Coordinator performs administrative and office management duties in support of the comprehensive program of the Office of Career Services. Provides high-level customer service for all stakeholders, routinely including but not limited to student and employer interactions. Supervises student workers who perform receptionist and project-based tasks. Independently manages assigned events and recruiting-related projects. Provides administrative support for office staff.

POSITION RESPONSIBILITIES

1. Serve as a resource to current students, alumni, parents, prospective employers, and other visitors and callers to the Office of Career Services. Provide general information on services, programs, events, workshops, and seminars. Schedule appointments and student interviews; make referrals as appropriate. Provide coverage of reception/front desk functions.
2. Independently plan and coordinate all aspects of assigned events, including venue logistics, guest/employer registration, promotions, etc. Provide support to team members in the planning and execution of additional programs and events, as appropriate and prioritized in consult with the Director. Provide support in managing event logistics and registration processes.
3. Provide support to team members in the maintenance of employer relationships and recruiting logistics, as appropriate and prioritized in consultation with the Director. Assist in the management of postings/employers in Handshake, website content, on-campus visits and communications with recruiters. Ensure accuracy and integrity of all data.
4. Process budget-related transactions and maintain accurate records for all financial actions. Assist the Director in developing and forecasting the annual budget, and in submitting budget related requests for approval.
5. Participate in the search and selection process for hiring student workers to be assigned to the Office of Career Services. Supervise and provide necessary ongoing training to student workers participating in receptionist and appropriate project-based tasks.
6. Maintain the office's e-mail account, ensuring that all messages are acknowledged promptly. Triage incoming messages to ensure that the appropriate staff member is responding. Respond directly to e-mails as appropriate.
7. Provide administrative support for the Director and project-based support for additional staff.
8. Develop and maintain a working knowledge of the various department databases and student records; answer questions and provide assistance and serve as a resource to students, alumni and staff in accessing and using the various systems.
9. Ensure office operations run efficiently and effectively. Set up and maintain office files, correspondence and reports required for reference and efficient operation of the department. Ensure confidentiality and security of office facilities, equipment and records. Purchase and maintain inventories of supplies for the office. Monitor office calendars and ensure that facilities are appropriately maintained to provide a professional environment for visitors. Maintain accurate records and facilitate renewal of online and print subscriptions for the office's library, as well as staff's professional association memberships.
10. 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 students, alumni, staff, faculty and visitors to the College. Promote a flexible, collaborative and inclusive environment. Engage in educational opportunities to increase awareness and understanding of diversity and inclusion.
11. Work cooperatively with faculty and administrators from across the campus regarding experiential learning options, recruiting and career development programs. Serve as Career Services liaison to assigned areas of the campus community and represent the office on campus committees; participate in additional assignments as designated by the Director.

QUALIFICATIONS

Associates degree and a minimum of two years previous office experience or the equivalent combination of education and experience. Prior experience in managing projects and/or coordinating events preferred. Required: excellent customer service skills; team-oriented attitude; strong organizational, interpersonal, verbal, and written communication skills; excellent attention to detail; strong ability to manage competing priorities, meet deadlines and demonstrate flexibility; ability to work with different technologies related to online recruiting platforms, budget software, website content maintenance, etc. Ability to work occasional evenings or weekends in support of office programs.

WORK ENVIRONMENT

Most of the work of the incumbent is carried out within a generally accessible, safe, indoor environment. The incumbent will be required to operate a personal computer and associated programs and equipment such as a computer printer as well as other office equipment used in the day-to-day office operations.

ABOUT ITHACA COLLEGE

As an employee at Ithaca College, you’ll get much more than a competitive salary and the traditional advantages. We pride ourselves on providing our benefit-eligible employees with the most comprehensive benefits possible, including work/life balance, generous paid time off policies, career-enhancing trainings, employee and dependent tuition assistance, and opportunities to give back to the community. Beyond benefits, you’ll enjoy the kind of uniquely rewarding work environment that can only be found in a vibrant college community.

APPLICATION INFORMATION

To apply, please submit cover letter, resume, and list of three professional references.

Visa sponsorship is not provided for this position.

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.