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Hobart and William Smith Colleges Administrative/Program Coordinator, DEI, Intercultural Affairs and Opportunity Programs in Geneva, New York

Administrative/Program Coordinator, DEI, Intercultural Affairs and Opportunity Programs

Offices of Intercultural Affairs, Opportunity Programs, and Diversity, Equity & Inclusion

Description

The Administrative/Program Coordinator for the Offices of Intercultural Affairs, Opportunity Programs, and Diversity, Equity & Inclusion provides managerial, administrative and logistical support to the respective offices and coordinates programs in the area of Diversity, Equity and Inclusion. This position reports to the VP for Diversity, Equity and Inclusion and will work effectively with a dynamic group of offices that supports a diversity of students.

SUMMARY:

The Administrative/Program Coordinator: DEI, Intercultural Affairs and Opportunity Programs provides managerial, administrative and logistical support to the respective offices. The Administrative/Program Coordinator will work effectively with a dynamic group of offices that support a diversity of students.

DUTIES AND RESPONSIBILITIES:

  • Under the guidance and direction of VP of Diversity, Equity and Inclusion, the Administrative/Program Coordinator maintains task forces/workgroups to advance DEI work through the implementation of programs, creative events and other initiatives.

  • Develop and maintain communications such as website content and social media

  • Develop and administer surveys as needed

  • Perform receptionist duties for the offices, schedule appointments for staff, answer the telephone, relay messages, respond to inquiries and maintain calendars; open, stamp and distribute mail.

  • Generate correspondence, form letters, requisitions, forms, itineraries, agendas for staff, request and update student lists, create and maintain student databases.

  • Support staff in programming and event logistics and coordination as directed.

  • Schedule staff recruiting and office visits as directed; arrange air travel, reserve rental cars and hotel reservations, and mark calendars.

  • Manage all materials and information for Academic Opportunity Program recruiting trips.

  • Submit time sheets for self and student employees and peer counselors; record students time by hours each term.

  • Perform record and bookkeeping for staff and students.

  • Process purchase requisitions, orders and invoices.

  • Check invoices against PO’s, investigate discrepancies, affix account numbers, copy and send for payment; check budget printout sheet charges to department against invoice copies on file; follow up any differences.

  • Create and print monthly account expense reports.

  • Record each Opportunity Program student’s bookstore charges from charge slips; separate and total books and supplies for each student, call attention to any changes other than authorized charges.

  • Request transcripts, term GPA’s, student lists and reports from the Registrar’s office

  • Maintain student files, student databases, staff files, and budget accounts; make new files as necessary; maintain data printouts for prospects, admissions, student accounts, budgets.

  • Perform various duties for the Summer Institute that include letters to participants, preparation for arrival, and record all expenses. Coordinate mailing of Summer Institute packets to participants and track responses.

  • Email and review regular event calendars and updates. May need to research and make additions or revisions to document prior to sending out.

  • Assist staff with student employees’ communications, schedules, forms and maintenance of application folders.

  • Perform other duties as assigned by supervisor(s).

  • This position description is not all-inclusive, as other tasks or responsibilities may be assigned.

QUALIFICATIONS:

  • Associates Degree strongly preferred and Bachelor’s desired. Demonstrated word processing skills with applied computer skills and working knowledge of spreadsheet programs and data base systems. At least two years of secretarial/clerical experience. Ability to organize and set proper priorities with independent judgment. Strong organizational, decision making, and problem solving skills. Ability to work within a matrixed organization with multiple reporting lines. Effective communication and interpersonal skills in both written and verbal presentation.

OTHER INFORMATION:

This is a full-time, 12-month, 37.5 hours per week, benefits-eligible administrative position. Normal hours of work are 8:30 a.m. to 5:00 p.m. during the academic year and a possible shortened workweek during the scheduled summer hours time period.

APPLICATION INSTRUCTIONS:

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 http://apply.interfolio.com/76577

If you have a question or need help on uploading your application materials, please contact Interfolio's support team at help@interfolio.com or call 1-877-997-8807 between the hours of 9:00 a.m. through 6 p.m., EST, Monday through Friday.

EOE

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.

Hobart and William Smith Colleges are a highly selective residential liberal arts institution located in a small, diverse city in the Finger Lakes region of New York State. With an enrollment of approximately 2,200, the Colleges offer 62 majors and minors from which students choose two areas of concentration, one of which must be an interdisciplinary program. Creative and extensive programs of international study and public service are also at the core of the Colleges’ mission.

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