Ithaca College is accepting applications from prospective candidates interested in serving as administrative assistant in the Center for the Study of Culture, Race, and Ethnicity. Primary responsibilities include coordinating a year-long discussion series that brings out-of-town speakers to campus; assisting the director in maintaining department budgets, class schedules, documents, and reports; scheduling appointments and arranging meetings; maintaining files; processing travel and purchase forms; developing and maintaining the Center’s webpage and display case; and serving as a resource for faculty, students, staff, and families.
1. Coordinate a yearly discussion series that brings out-of-town speakers to campus in the Fall and Spring. Arrange for their travel, accommodation, honoraria, receptions, and meals; work with Conference and Event Services, Marketing Communications, and other relevant departments to make logistical arrangements, communicate discussion series information, and prepare and distribute posters and postcards advertising the series. Be present at the evening events.
2. Prepare the Center’s operating budget; monitor and reconcile expenses to include processing requisitions, requesting balance transfers, processing payroll information. Coordinate purchases and process purchasing transactions. Prepare, review and process faculty travel and expense reports, and order office supplies. Maintain budget records and track financial commitments for specific events, programs, and/or activities.
3. Assist in preparing, reviewing, and updating the departmental section of the undergraduate catalog. Provide assistance with course scheduling and identifying problems/ conflicts with proposed schedules. Help faculty in assigning advisors to students, signing over-ride forms, and other duties as delegated.
4. Provide assistance to faculty with preparation and photocopying of course exams, syllabus, tenure and promotion documents and letters, and course evaluations. Maintain confidential tenure and promotion files. Make travel reservations and arrange living accommodations for faculty attending professional meetings and conferences.
5. Maintain files, type letters, memos, grant proposals and other documents; sort and distribute mail; screen in-coming correspondence and draft outgoing correspondence and ensure the smooth day-to-day running of the office. Order and renew departmental subscriptions, publications and selected course materials as well as office supplies.
6. Maintain the director’s and departmental calendars and serve as liaison between students and faculty to schedule appointments and meeting times and arrange for signatures on academic forms and other documents.
7. Provide support to the director and faculty in preparing courses/ programs for approval by the Academic Policy Committee ( APC ).
8. Assist with the faculty search process as needed to include filling out HR forms online, prepare correspondence; maintain files; gather information for the Chair’s review, make travel and living accommodations, and prepare itineraries for candidates.
9. Develop and maintain the Center’s webpage and display case.
10. Assist students, staff and visitors, answer telephone and take messages. Serve as a resource person to provide program information, and respond to verbal and written requests for information. Assist students and faculty in following College and departmental procedures and completing documentation. Make referrals to appropriate areas when additional advice is necessary.
11. Initiate and track requests for routine maintenance, equipment repair, and office furnishings via the on-line iServiceDesk tracking system. Assist in ensuring confidentiality and security of office facilities and records.
12. Participate in special projects as assigned.
Position/Job Responsibilities continued
Associates degree and a minimum of 3 years previous office experience or the equivalent combination of education and experience; good working knowledge of word processing, spreadsheet and database software applications; ability to be a self-starter and work independently with minimum supervision; attention to detail; strong organizational, interpersonal, verbal, and written communication skills; previous experience maintaining departmental budgets and expenditures; and basic record keeping skills and the ability to prioritize projects and meet short deadlines required. Experience working in a college or university setting and the ability to interact and discuss issues of race/racism with international and domestic students and faculty from different cultures is preferred.
Instructions for submitting your application:
Interested applicants should apply online at apply.icjobs.org and attach a cover letter, resume, and a list containing the contact information for three professional references. Questions about online application should be directed to the Office of Human Resources at (607) 274-8000. Screening of applications will begin immediately. To ensure full consideration, complete applications should be received by December 17, 2012.
Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.