Coordinate and manage business and administrative operations in
support of the Associate Vice President of Facilities. Monitor and
reconcile expenditures, prepare forecasts; analyze, approve and
process operational and capital purchases. Maintain financial
records, files, and documents. Provide assistance and executive
level support to the Associate Vice President of Facilities. Serves
as the primary point of contact for the Office of the Associate
Vice President of Facilities and interacts with senior
administrators, faculty, staff, students, parents, alumni,
trustees, and distinguished individuals from outside of the
College. Oversee the administrative operations of the office to
include performing a variety of advanced, diversified and
confidential administrative and office management duties in direct
support of the Associate Vice President of Facilities and leading
special projects, events and initiatives to facilitate the
Associate Vice President of Facilities’ ability to effectively
lead; manage the Associate Vice President of Facilities’ calendar
ensuring accurate scheduling, prioritize meeting requests,
coordinate travel arrangements and oversee preparation of
correspondences and electronic communications, draft correspondence
and ensure timely responses; prioritize conflicting needs and
handle sensitive and confidential matters expeditiously and
proactively. Assimilate data, prepare reports and presentations;
prepare documentation and process and approve financial
transactions through the College’s financial systems; and maintain
confidential records, files, and documents. Participate in the
planning and development of departmental operational, capital and
project budgets. Provide office management, leadership and
facilitate communication among the Facilities staff members to
include coordinating and facilitating administrative staff
meetings, committees and working groups, training sessions and
staff development. Prepare agendas, materials and take minutes for
Board and other Ithaca College committees.
- Perform highly confidential administrative duties, draft
correspondence for the Associate Vice President of Facilities’
signature; edit letters, reports, records and other related forms
from rough draft, correct copy; plan, organize and set up in proper
form. Maintain confidential personnel and financial records and
files; prepare, proofread, and edit significant documents,
proposals, and contracts for review and approval by the Associate
Vice President of Facilities.
- Collaborate and coordinate with various offices within the
Office of Facilities, the College, and external constituents to
include scheduling, recording, and planning meetings with the
Associate Vice President of Facilities and special task
- Collaborate with other administrative professionals and offices
across campus to achieve efficiencies and effectiveness in
identified areas. Develop and maintain effective working
relationships within the department, campus community, and with
individuals having contact with the Associate Vice President of
- Serve and/or provide support to important campus committees
(including Board Committees), including the development of agendas,
presentations, and documents, and preparation of meeting
- Study reports received for the Associate Vice President of
Facilities; check and compare with previous reports or other data
and bring to the attention of the Associate Vice President of
Facilities, significant items, changes, errors, or omissions.
Maintain up-to-date manuals, directories, budget records and
related materials. Develop, implement, and document standard office
procedures as needed for the department. Set up and maintain office
files, correspondence and reports required for reference and
efficient operation of the office.
- Prepare, monitor, and evaluate the department operating budget.
Analyze current budget expenditures and projections, analyze
current budgets, and prepare forecasts to assist in the preparation
and maintenance of various operational and capital budgets.
Participate in and assist with leading the annual Facilities budget
- Prepare, track, and distribute Time and Material contracts for
the Office of Facilities on an annual basis.
- Develop and maintain a variety of spreadsheets, charts, data
graphs and graphical presentations (ex. Department organizational
chart, Facilities Annual Report, etc.).
- Maintain and continuously update a photo library of projects
and work being executed across campus.
- Approve and process operational and capital purchases.
Administer and approve procurement card purchases. Serve as the
central resource to provide day-to-day financial information
concerning operational, capital, and income budgets. Research,
track and compile figures for spreadsheets and reports for standard
and special project accounts.
- Oversee and monitor the processing and reconciliation of
expenses to include requisitions, credit card transactions, journal
entries and balance transfers. Approve purchases and processing of
purchasing transactions and payments through the IC Finance Cloud
System. Process travel and expense reports.
- Manage inventory of office supplies and order as needed.
- Oversee and ensure maintenance and development of the
Facilities Department web page.
- Manage the Technology Renewal Program for the Office of
Facilities. Provide guidance and technical assistance to Facilities
department staff. Troubleshoot computer issues and consult with IT
- Coordinate and manage the College Safety Shoe program. Receive
invoices and statements from vendors and process accordingly.
- Provide front desk coverage when needed: greet visitors, answer
phones, dispatch immediate campus needs to Facilities employees,
prepare work orders, and maintain call log.
- Provide backup support to the Vice President of Finance and
Administration/CFO when needed.
- 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 staff, faculty, students, and visitors to the
College. Promote a flexible, collaborative, and inclusive work
environment and engage in educational opportunities to increase
awareness and understanding of diversity and inclusion.
Bachelor's degree and a minimum of 3 years' experience providing
high-level administrative support for senior level management and
coordinating office operations (or equivalent combination of
education and elevated experience); exceptional organizational,
written and verbal communication skills; financial and budget
management experience, advanced skills and knowledge of word
processing and spreadsheet applications; proven ability to process
sensitive and confidential information and strong attention to
detail are required. Previous experience working with an on-line
financial and human resource information system are strongly
Interested applicants must apply online at http://ithaca.edu/jobs/
and attach a resume and cover
letter. Questions about online application should be directed to
the Office of Human Resources at (607) 274-8000. Screening of
applications will begin immediately.
At Ithaca College, a comprehensive residential campus community of
6,500 students, we strive to be at the forefront of the higher
education landscape. We offer a distinct integrative learning
experience that makes students ready for the personal,
professional, and global challenges of our age.
We seek candidates who embrace integrative learning and want to be
a part of this exciting time in Ithaca College history. We
encourage creative collaboration and innovation in our faculty and
staff, providing support and resources for them to grow in their
fields and lead students to their own innovative ideas and
We welcome different ways of thinking and look for candidates with
unique points of view and life experiences. We are inclusive of
individuals with a wide range of cultural, personal, and
professional backgrounds, talents, and skills. Our campus is a
vibrant and rewarding community where diverse minds can learn,
succeed, and excel.
When reviewing candidates, we are looking for indicators of a
number of core competencies. Prospective candidates must be
adaptable, collaborative, inclusive, respectful, responsive,
results driven, and sustainable. They must communicate effectively,
demonstrate leadership, exhibit professional integrity and ethics,
take initiative, value personal and professional development, and
show that they will engage in the college.
Nestled in the heart of New York State’s scenic Finger Lakes
region, Ithaca College sits atop South Hill overlooking picturesque
Cayuga Lake and is just minutes away from the city center.
Combining small town warmth and charm with the vibrancy of a
college community, the thriving and culturally diverse city of
Ithaca has been rated by Kiplinger’s as one of the top 10 places to
live in the United States.
To learn more about Ithaca College, visit us at http://ithaca.edu