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Hartwick College Administrative Assistant for the President’s Office and Board of Trustees in Oneonta, New York

Date: March 7, 2023

Title: Administrative Assistant for the President’s Office and Board of Trustees    

Description: The Administrative Assistant will support the President, President’s Office, the Director, Board of Trustees, and the College by serving as the first contact for many on and off-campus inquiries. The Assistant will work cooperatively with the Director of Presidential Operations in performing duties that provide confidential direct support for the President, the Director, Board of Trustees, and many offices around the College.  The Administrative Assistant must be able to meet deadlines and function both as an effective team player and independently in a demanding environment with a high level of accuracy and attention to detail. This position requires a seasoned professional who possesses excellent communication, customer service, and budget management skills.


  • Oversight of the President’s Office budget

  • Track expenditures

  • Work with finance on requisitions and purchases; make suggestions and research on budgetary expenses

  • Manage the expense reports of the President and Director

  • Answer the telephone and greet visitors who have business with the College in general or with the President’s Office specifically.

  • Work collaboratively with the Director to cover Thornwood when needed.

  • Administrative support of Board Meetings, Commencement, Opening Convocation, Matriculation and Inaugurations

  • Procure regalia, hoods and honorary degrees as needed

  • Budget support

  • Physical assistance during events

  • Proficient working knowledge of Microsoft Word, Excel, PowerPoint

  • Data entry of IAContact reports into CRM system

  • Assist in the execution of mailings for major campus events

  • Transcribe President’s dictations; input of dictations and correspondence for the President into CRM

  • Assess the nature of each inquiry and make independent decisions on whether an issue should be brought to the attention of the President, the Director, or to another campus office in order to assure timely and complete customer service. 

  • Effective communication and relationships with other offices on campus, donors, board members, governmental representatives and other constituents.

  • Coordinate an effective and efficient work environment within the President’s Office and across the College through communication that is both accurate and clear, and by using excellent judgement in decision-making about when communication is necessary or can benefit the work of the President’s Office and/or the College.

  • Manage daily functions of the office, including inventory, filing and maintenance.

  • Provide support to the Senior Assistant as assigned.

  • Complete special projects as assigned.

  • Other duties as assigned.

  • Participate in significant campus activities including, Welcome Weekend, True Blue Weekend, and Commencement Weekend.

  • Comply with all applicable College, Federal, State, local and associational regulations.

  • As a representative of the College, this person/Assistant to the President is expected to comport themself in a professional manner at all times, both on and off campus.

Qualifications: Minimum requirements for this position are some college or college certificate/degree from an accredited college or university (Bachelor’s degree preferred) with at least 2 years of administrative experience.  Event planning and coordination experience is a plus.

  • Excellent expressive and receptive communication skills, including the ability to write clearly and competently

  • Budget management and analysis skills

  • Independent judgement and decision-making skills

  • Competence with electronic office tools

  • Experience with CRM a plus

  • Basic research skills, including the ability to collect information from internet-based sources

  • Ability to multi-task

  • Personal integrity and the ability to protect the confidentiality of information is required

An independent, residential liberal arts college enrolling approximately 1,200 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority, and seeks to recruit, retain and promote a diverse workforce. The College features a Liberal Arts in Practice general education curriculum and aspires to “be the best at melding liberal arts education with experiential learning.” 

Hartwick operates as a community of learners where there is a very real sense of belonging and connection. By joining Hartwick, you become part of a group of people who work together, share in our successes, and a celebrate our accomplishments. All positions at Hartwick contribute to the education and development of students with the opportunity to see the impact on future leaders—what you do at Hartwick really matters.

Our beautiful 425-acre campus is located in the scenic Susquehanna River valley in Oneonta, New York—a charming town near the northern foothills of the Catskill Mountains. Hartwick offers health benefits to domestic partners of employees, flexible scheduling, opportunities to engage in athletic and cultural events (concerts, exhibits, and lectures) and tuition benefits for eligible employees and their dependents.

Hartwick College prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression and is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply. 

Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.

Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process. 

All applicants are asked to submit the following materials with their online applications:

  • A cover letter;

  • A resume; 

  • A Diversity Statement that addresses how your past and/or potential contributions to diversity will support Hartwick College’s Diversity Statement (; and

  • The names and contact information for three references, with annotation regarding how the reference is related to you and your work (at least one of your references must be from a current and/or previous supervisor).

Review of applications will continue until the position is filled.

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