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Hartwick College Administrative Assistant to the President's Office in Oneonta, New York

Date: May 24, 2021 Title: Administrative Assistant to the President’s Office

Description: The Administrative Assistant will support the President, the Senior Assistant to the President, and the College by serving as the first contact for many on and off-campus inquiries. The Administrative Assistant will work cooperatively with the Senior Assistant to the President in performing duties that provide confidential direct support for the President, the Senior Assistant, 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, which requires a high level of accuracy in the work completed and attention to detail. This position requires a seasoned professional who possesses excellent communication skills, a customer service orientation, and budget management skills.

Responsibilities:

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

  • Oversight of the President’s Office budget

  • Track expenditures

  • Prepare monthly budget reports to submission to the President on expenditures and encumbrances relative to approved budget

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

  • Manage the expense reports of the President and Senior Assistant

  • Assist with Commencement budget tasks

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

  • Procure hotel reservations; order and manage regalia, hoods, honorary degrees, and other awards as needed

  • Reserve gathering space as needed

  • Secure supplies as needed

  • Track and report on expenditures relative to approved budget

  • Manage communication to the Hartwick community from the President’s office

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

  • 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

  • Transcribe dictations

  • Assist in the execution of mailings for major campus events

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

  • Provide support to the Senior Assistant as assigned

  • Complete special projects as assigned

  • Participate in significant campus activities including Commencement Weekend.

  • Protect the confidentiality of all information that is acquired through the work of the President’s Office

  • Participate in major campus events, including but not limited to Welcome Weekend, True Blue Weekend, and Commencement Weekend

  • This employee is expected to comply with all applicable College, Federal, State, local and associational regulations

  • As a representative of the College, this person/Administrative Assistant to the President’s Office is expected to comport him/herself in a professional manner at all times, both on and off campus

  • Other duties as assigned

    Qualifications: Minimum requirements for this position are a Bachelor’s Degree from an accredited college or university with at least 5 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

  • Effective communication skills

  • The ability to develop relationships with other offices on campus, donors, board members, governmental representatives and other constituents

  • The ability to exercise independent judgement and decision-making skills

  • Competence with electronic office tools. Proficiency with Microsoft Word, Excel, PowerPoint

  • Experience with the Ellucian ERP is a plus

  • Basic research skills, including the ability to collect, tabulate and summarize information from internet based sources

  • Ability to multi-task

    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.

    Located in the scenic Susquehanna River valley in Oneonta, NY, near the northern foothills of the Catskill Mountains, 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 offers health benefits to domestic partners of employees, and prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression. Hartwick 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 (https://www.hartwick.edu/campus-life/intercultural-affairs/diversity-at-hartwick/); 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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