Job Summary

Perform administrative and secretarial duties in support of the professional staff in the Office of Residential Life and Student Conduct & Community Standards. Oversee front desk student assistants including hiring, training, supervision, and scheduling to ensure delivery of accurate information and exceptional customer service. Serve as resource person to staff, students, family members in both offices. Schedule appointments and arrange meetings. Maintain department files and records and process a variety of college operational forms including receipts.

Supervision:Â This position reports to the Associate Director in the Office of Residential Life.

Position Responsibilities

Independently manage the front desk operations and related administrative tasks in both offices.
Serve as primary first contact for students and families via walk-in, phone, and email.
Greet and screen office visitors; Arrange and schedule appointments and make appropriate referrals.
Serve as resource and contact person for other offices/departments, students, and families.
Responsible for the recruitment, interviewing, hiring, training, supervision, and evaluation of student office assistants in both Residential Life and Student Conduct. Participate in developing standards for excellent customer serve to include developing and coordinating training for student assistants; ensure delivery of accurate information and training on office and departmental procedures and protocols; development of support resources such as FAQs, manuals, and social media. Coordinate student staff schedules, oversee office coverage during open hours, and process payroll. Participate in the selection and training of other support staff.
Process personnel and other College procedural and operational documents and maintain confidential departmental records.
Arrange scheduling needs for staff training, department meetings, retreats, and special functions to include preparing materials, making room reservations, ordering refreshments, and ensuring proper facility support. Coordinate collection of important dates and develop/produce department annual calendar.
Provide administrative support for search committee chairpersons to include online processing, preparing letters and documentation, setting up itineraries and making travel arrangements.
Provide budget assistance through processing Purchasing Card transactions for the Office of Student Conduct and serve as a back up to the Administrative Operations Coordinator in Residential Life.
Attend department staff meetings and take meeting minutes.
Develop brochures, department newsletter and other printed literature, as needed; order and renew departmental subscriptions, publications, and supplies.
Ensure confidentiality and security of office facilities, equipment, and records.
Recommend to supervisor methods for improvement of office procedures or workflow; initiate approved suggestions. Participate in special projects as assigned.
Coordinate the administration of the Conduct Review Board(s), Academic Conduct Review Board(s); and appeals to the Conduct Review Board(s). Arrange equipment, person(s) related to the hearing boards, room scheduling and cancellations.
Coordinate all administrative aspects of the Alcohol Education and Marijuana Education programs. Work with the Associate Director of Student Conduct & Community Standards and the Office of Health Promotion to coordinate the BASICS program. Complete billing for any associated fees related to alcohol or other drug programs.
Manage the administration of the Conduct Board Member selection processes for faculty, staff, and students.
Maintain student records and prepare conduct record checks for several campus offices for students applying for various College sponsored programs and activities, outside employment, study abroad applications, as well as for external sources such as graduate schools, Federal Bureau of Investigation and other government and community agencies.
Maintain files for all conduct incidents for the previous seven years in compliance with Clery requirements as well as permanent records for students who have been suspended or expelled.
Coordinate and maintain the tracking of sanction completion, including communication with students, assigning holds, and overseeing student withdrawals as it pertains to overdue sanctions and cases. Communicate with the conduct hearing officers to verify status of projects and sanctions.
Oversee the Health & Safety confiscation conduct process including storage and distribution of confiscated items.
Develop, promote, and contribute to cultivating an inclusive, diverse, and respectful College community. Demonstrate a commitment to department and college values and communicate to employees an expectation of behavior that promotes belonging when interacting with all staff, faculty, students, and visitors. Foster a flexible, collaborative, and inclusive working and living environment.
Serve on a departmental committee within the Office of Residential Life and Student Conduct & Community Standards.
Other duties as assigned.

Position Qualifications

Associate degree and a minimum of 2 years previous administrative office experience, or High School Diploma with 3 or more years administrative experience; an in-depth knowledge of various word processing and spreadsheet software applications; excellent attention to detail; strong organizational, interpersonal, verbal, and written communication skills. Ability to prioritize projects, handle multiple tasks and meet deadlines is required. Previous experience working in a college or university setting is preferred.

This position is 37.5 hours per week, 52 weeks per year.

Application Instructions

Interested applicants must apply online and attach a resume, cover letter, and list of three professional references. Questions about online applications should be directed to the Office of Human Resources at (607) 274-8000 or humanresources@ithaca.edu.

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.

Visa sponsorship is not provided for this position.

Hiring Range

$18.45 to $19.50 per hour, commensurate with qualifications and experience.

We pride ourselves on providing our benefit-eligible employees with comprehensive benefits, including:

Healthcare including vision and dental
Generous Paid Time Off Policies
403B Retirement Savings Plan with Matching Employer Contribution
EAP
Flexible Work Plans
Educational Benefits
Career-Enhancing Trainings
For an overview of our benefit offerings, please visit https://www.ithaca.edu/human-resources/employee-benefits-wellness

In an effort to promote campus safety and the security of College resources, Ithaca College will, consistent with the requirements of the law and prudent practices, conduct criminal background investigations per College policy. This position is subject to a criminal background check. All offers of employment are contingent upon review of the criminal background check.

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ADMINISTRATIVE ASSISTANT - RESIDENTIAL LIFE