Responsibilities include coordination of the daily operations of the department. Specific accountabilities include: greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the department; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of department; coordinate with vendors and service providers; assist with onboarding new employees; and maintain adequate office supplies and other material required for the operation of the department, which may include researching services and pricing, processing quotes, creating PO's and requisitions and submitting for timely payment.
Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.
Responsible for departmental communication to include: website maintenance, newsletters, posters, invitations, etc.
Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.
Monitor departmental budgets and report on status, variances, and potential issues.
Responsible for building and/or room scheduling and service requests, as required.
Coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time entry.
May be responsible for the timely and efficient execution of special projects, additional activities, committees and other work unique to the department, division or function, as assigned.
- A minimum of one year of administrative experience with progressive responsibilities is required. - A minimum of an Associate's degree is required, or a combination of education and experience from which comparable skills are attained. - A detail-oriented approach is required. - Must be able to schedule and coordinate banquets and other events. - Must be able to work well in a high foot traffic area. - Flexibility and the ability to manage multiple tasks and priorities is crucial. - Must have solid judgement and be capable of strong communication and problem-solving skills in a fast-paced, D-1 Athletics department. - Solid skills and experience with Microsoft Office Suite as well as the ability to cull and consolidate data for reports. Demonstrated Google docs experience. - Excellent verbal and written communication skills and a high regard for detail are required. - Strong customer service experience and the ability to professionally greet staff, visitors and students, serve as a resource and coordinate requests with multiple stakeholders. - Strong aptitude for seeking out higher education athletics industry knowledge, as well as Colgate University organizational, systems and process knowledge. - Must be capable of working collegially with diverse groups of faculty, staff, students and community members.
- Three or more years of administrative experience is preferred. - A Bachelor's degree is preferred.