ADMINISTRATIVE ASSISTANT, OFFICE OF STUDENT ENGAGEMENT

Collaborate with the Office of Student Engagement team to provide innovative and collaborative learning opportunities that empower all students at Ithaca College to feel a sense of belonging, explore their passions, and make a difference. Provide administrative support to student leadership development and student involvement. Coordinate campus solicitation, including information tabling and outdoor space reservations. Provide operational assistance and manage the office space and scheduling. Prepare and monitor the departments' budgets and process financial transactions. Assist with meeting and travel arrangements and process a variety of College procedural and operational forms. Assist in the hiring, training, and supervision of student workers.

ESSENTIAL DUTIES:

• Provide administrative support to the Office of Student Engagement staff. Maintain the general Office of Student Engagement calendars and department databases, compile and file information, and prepare reports for staff members' reference and use.
• Manage OSE office operations on a daily basis. Oversee 12 student assistants at the front desk who help to coordinate schedules and meetings for all OSE staff; schedule meetings and appointments, handle phone calls, monitor department e-mail accounts (including OSE, leadership, studentorgs, solicitation @ithaca.edu accounts) and redirect to appropriate individuals or departments.
• Participate in hiring, training, and providing guidance to department staff as necessary. Assist with the hiring, training, scheduling, and supervision of student workers. Assist with monitoring and evaluating student work performance for accuracy and completeness to ensure compliance with Office of Student Engagement and College standards.
• Oversee campus solicitation processes, including granting table permits, LCD screen advertising requests, and Academic Quad and Campus Center Flagpole reservations. Update College policies for solicitation as needed.
• Provide assistance to the Student Engagement staff in maintaining and reconciling accounts. Process checks, prepare bills, and administer credit card purchases. Manage all financial obligations for Student Engagement related programs and events, including collection of fees and corresponding deposits of checks or cash. Develop and maintain databases to track information; enter and reconcile data and prepare reports. Maintain credit card statements and related documents for Student Engagement accounts.
• Assist in overseeing the travel for Student Engagement staff. Provide administrative support for travel arrangements such as transportation, lodging, registration fees, college vehicle reservation, and when applicable, billing. Develop and implement policies and procedures ensuring compliance with College policies. Complete reports for student leadership trips and staff travel expenditures.
• Assist with development and implementation of training sessions and materials for Student Leadership Consultants, and in developing methods to improve the overall effectiveness of this process.
• Order and maintain office supplies. Oversee room reservation requests, duplicating requests and advertising requests for programs. Initiate requests for routine maintenance and equipment repair.
• Develop and maintain a Key Access System to monitor and track the distribution of keys to all for Student Engagement and Student Leadership Consultant staff, and some student organizations. Administer annual contracts for the Student Activities Center tenants.
• Assist in administering the Ithaca College Engage site that manages student involvement in organizations and sport clubs, leadership and service programs, scholarship programs, residential learning communities, departmental communications, and more. Update and maintain websites as appropriate.
• Manage Student Engagement front office and Student Activities Center departmental assets, including coordination of ITS renewal periods. Oversee departmental accounts such as Mentor access and listservs, including updates and passwords.
• Attend staff meetings and student staff training sessions. Recommend to supervisor methods for improvement of workflow and other departmental service/operational enhancements. Implement approved recommendations. Assist in ensuring confidentiality and security of office facilities and records.
• Participate in the overall budget planning process for the Student Engagement department. Participate in establishing and implementing the Student Engagement long and short-term goals and objectives.
• Represent the office as an active member of campus-wide or division-wide committees and task forces as appropriate. Participate in workshops and conferences as necessary and appropriate.
• Assume duties of other office support staff in absence of same or as directed. Participate in and coordinate special projects as assigned.

Associate's degree and a minimum of 3 years previous office experience, or the equivalent combination of education and experience; excellent organizational, interpersonal, written and verbal communication skills, demonstrated proficiency in the use of various word processing, spreadsheet and database software applications, ability to process sensitive and confidential information, previous experience maintaining and monitoring departmental budgets and expenditures, strong attention to detail, and ability to prioritize projects is required. Ability to provide customer service and program management training to student assistants, some supervisory experience, previous experience working with on-line information systems, on-line corporate calendars and experience working in a college or university setting is preferred.

APPLICATION INSTRUCTIONS:

Interested applicants must apply online and attach a resume, cover letter, and list of three professional supervisory references. Questions about online applications should be directed to the Office of Human Resources at (607) 274-8000 or humanresources@ithaca.edu.

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.

Visa sponsorship is not provided for this position.

Pay range: $17.00 - $18.50 per hour based on experience