ADMINISTRATIVE OPERATIONS COORDINATOR

Employer
Ithaca College
Location
New York, United States
Salary
Salary Not Specified
Posted date
Nov 5, 2021

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Position Type
Administrative, Academic Affairs, Chief Academic Officers & Vice Presidents, Business & Administrative Affairs, Facilities Management & Physical Plant, Chief Business Officers & Vice Presidents, Executive, Chancellors & Presidents, Other Executive
Employment Level
Administrative
Employment Type
Full Time


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.

ESSENTIAL DUTIES:
  1. 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.
  2. 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 groups.
  3. 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 Facilities.
  4. Serve and/or provide support to important campus committees (including Board Committees), including the development of agendas, presentations, and documents, and preparation of meeting minutes.
  5. 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.
  6. 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 development process.
  7. Prepare, track, and distribute Time and Material contracts for the Office of Facilities on an annual basis.
  8. Develop and maintain a variety of spreadsheets, charts, data graphs and graphical presentations (ex. Department organizational chart, Facilities Annual Report, etc.).
  9. Maintain and continuously update a photo library of projects and work being executed across campus.
  10. 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.
  11. 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.
  12. Manage inventory of office supplies and order as needed.
  13. Oversee and ensure maintenance and development of the Facilities Department web page.
  14. 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 when necessary.
  15. Coordinate and manage the College Safety Shoe program. Receive invoices and statements from vendors and process accordingly.
  16. Provide front desk coverage when needed: greet visitors, answer phones, dispatch immediate campus needs to Facilities employees, prepare work orders, and maintain call log.
  17. Provide backup support to the Vice President of Finance and Administration/CFO when needed.
  18. 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.


QUALIFICATIONS:

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 preferred.

Application Instructions

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.

About Us
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 achievements.

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

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