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Hobart and William Smith Colleges Administrative Assistant- Dept. of Hobart and William Smith Athletics in Geneva, New York

The administrative assistant provides administrative and clerical support to HWS Athletics administration, coaches and staff in order to ensure effective and efficient operations. The administrative assistant will greet visitors, answer phones, distribute mail, order and maintain office supply inventory, supervise work study students, oversee office key distribution, troubleshoot malfunction of office equipment, assist with all special events and arrange team bus transportation.

The administrative assistant will support the associate and assistant directors of athletics by setting up meetings, preparing correspondence, monitoring building maintenance and room schedules, assisting with corporate partnerships, arrange administrators’ travel, and compile data and prepare reports. The administrative assistant will provide support for the coordinator of sports medicine as it relates to medical insurance, student-athlete medical appointments, and pre-participation physicals.


  • Greet and direct all visitors to appropriate staff

  • Answers phone calls and route calls to staff

  • Receive, sort and distribute mail

  • Order and maintain office supplies

  • Hire, train, schedule and supervise work study students

  • Request, record, issue and collect staff keys

  • Troubleshoot office equipment issues (e.g., phones, MFD, computers)

  • Assist with special events (e.g., awards banquets, Hall of Fame, Hall of Honor)

  • Arrange team bus transportation

  • Set up meetings via electronic calendars

  • Prepare correspondence

  • Monitor building maintenance and room schedules

  • Assist with corporate sponsor correspondence

  • Arrange travel for administrators

  • Compile data and prepare reports

  • Edit and prepare staff manual and student-athlete handbook for distribution

  • Serve as the merchandise and concessions coordinator for regular and post season contests

  • Process SAA and Heron Society monthly thank you notes

  • Order and maintain inventory of apparel for staff

  • Provide support for medical insurance claims, student-athlete medical appointments, and pre-participation physicals

  • Perform other duties at the request of the Director, Associate or Assistant Directors of Athletics & Recreation

High school diploma (or equivalent) and at least five years of relevant (e.g., administrative, secretarial, event planning) experience required. Bachelor or Associate degree preferred. The ideal candidate will be a highly organized individual, able to work under certain degrees of pressure in a fast paced, deadline driven environment. In addition, the candidate must have excellent written and verbal communication skills and have the ability to handle multiple projects with minimal supervision. The candidate must be proficient with Microsoft Office products. Ability to keep information in confidence required.

  • Correct English usage, spelling, grammar and punctuation

  • Current technology and software applications including Microsoft Office applications (e.g., Outlook, Word, Excel, PowerPoint)

  • Office organization, procedures and practices

  • Business letter writing and report preparation

  • Receptionist and telephone techniques


This is a full-time, 12-month, benefits-eligible administrative position. Standard work schedule is 37.5 hrs/wk with hours Monday through Friday 8:30 am to 5:00 pm. This position description is not all-inclusive, as other tasks or responsibilities may be assigned.

Review of applications will begin immediately and continue until the position is filled. Interested applicants are encouraged to submit a cover letter, resume and the names with contact information of at least three (3) professional references to our application service, Interfolio using the link on the right of the page. Background check required.

Hobart and William Smith Colleges are committed to providing a non-discriminatory and harassment-free educational, living and working environment for all members of the HWS community, including students, faculty, staff, volunteers, and visitors. HWS prohibits discrimination and harassment in their programs and activities on the basis of age, color, disability, domestic violence victim status, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, veteran status, or any other status protected under the law. Discrimination on the basis of sex includes sexual harassment, sexual violence, sexual assault, and other forms of sexual misconduct including stalking and intimate partner violence, and gender-based harassment that does not involve conduct of a sexual nature.