Skip to main content

This job has expired

Administrative Department Coordinator, Max A. Shacknai Center for Outreach, Volunteerism, and

Colgate University
New York, United States
Salary Not Specified
Date posted
Oct 3, 2023

Job Details

Department Statement

The Max A. Shacknai Center for Outreach, Volunteerism and Education ( COVE ) fosters a commitment to social responsibility and community engagement among the Colgate community through mutually beneficial, community-centered partnerships. The Upstate Institute engages in these same partnerships from a community-based research perspective, and provides opportunities for the Colgate community to participate in a reciprocal transfer of knowledge with the region. The COVE supports campus-wide student volunteerism and outreach through student-led teams, and the Upstate Institute supports scholarly collaboration through faculty and student research. Together, these offices build and nurture engagement between the community and region in and out of the classroom.


Responsibilities include coordination of the daily operations of the department. Specific accountabilities include: greet visitors from the outer office desk and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the department, especially transportation logistics to service sites; 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 onboarding 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: website maintenance, 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.

Professional Experience/ Qualifications

1-3 Years of direct or related experience is required.

Preferred Qualifications
  • Experience working with community-based organizations, nonprofit, foundation, or NGO’s is helpful for success in this role.
  • Familiarity and/or direct experience with higher education setting is preferred, although not required.
  • A minimum of an Associate’s degree is required, or a combination of education and experience from which comparable skills have been acquired.
Job Open Date

Job Close Date

Open Until Filled

Special Instructions Summary

EEO Statement

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.

For more information, click the "How to Apply" button.


Colgate University

Colgate is a distinctive, leading American university known for its intellectual rigor, world-class professors, campus of stunning beauty, and alumni famously loyal to their alma mater.

Time and time again, the world has shown an urgent need for citizens with the ability to create, explore, examine, and connect human knowledge. Colgate University has been answering that call through centuries of academic rigor in the liberal arts tradition.

Colgate attracts world-renowned faculty in a breadth of subject matters as well as innovative leaders in higher-ed administration, all dedicated to building on an educational tradition that has prepared generations of Colgate graduates for success. 

Colgate is deeply invested in employees’ success, and we all work together to ensure that students receive the premier education that is at the University’s core.

The Colgate campus, ranked as one of the most beautiful in the nation, is a place where students develop lifelong bonds with each other, faculty, and staff.

Colgate is located in the village of Hamilton, a community of about 3,800 residents who enjoy downtown’s art galleries and restaurants and who take pride in the many historic homes and public buildings.

Colgate University

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert