Administrative Coordinator for the Dean of the College

Requisition Number: 2022S159Posting
Full Time/Part Time: Full Time
Division: Dean of the College
Department: Administrative Advising

Department Statement:
The Dean of the College division includes more than 130 staff from 20 departments who work with approximately 3,200 students. Colgate University supports, educates, and develops diverse, talented, intellectually-sophisticated, undergraduate students seeking a demanding, expansive, liberal arts residential education.

This position will serve within the Office of the Dean of the College, as the primary administrative coordinator for several senior staff in a highly confidential role with the Dean of the College (DoC) Senior Leadership suite. This area includes the Office of Student Conduct, Emergency Management, and the Dean of Students as well as finance, human resources, and administrative support for the entire DoC division. Primary responsibilities for this position include day-to-day management of student conduct (including managing a conduct database and associated processes), records management, data analysis, and high-level correspondence and communications.

Learn more about Colgate University and the Dean of the College Division by reviewing A Candidates Guide to Colgate. In 2021 and again in 2022, the Dean of the College Division was acknowledged by Diverse Issues in Higher Education and Inside Higher Ed as one of the Most Promising Places to Work in Student Affairs.

This position is scheduled to work 37.5 hours per week, 12 months per year and reports directly to the Dean for Administrative Advising and Student Conduct. The position will work closely with the associate vice president of emergency management, campus safety, and environmental health and safety; the associate dean of the college for administration, and the dean of students.

Accountabilities:
Accountabilities include but are not limited to:Student Conduct

• Management of student conduct database including associated processes, records management, and correspondence;
• Management of information and correspondence with impeccable attention to detail;
• Preparation of conduct reports and analysis of student conduct to assist senior leadership with data-informed decision-making.
• Preparation of materials for University Student Conduct Board hearings;
• Coordination of the daily and ongoing operations of the Office of Student Conduct to ensure appropriate prioritization and escalation of concerns; and
• Exercise high levels of sensitivity, discretion, and judgment to operate in an environment with highly confidential and sensitive information.

Support for Leadership Team

• Provide general administrative support for a portfolio of senior leaders including managing calendars, itineraries, room scheduling, onboarding assistance, recruiting assistance, expense reports, service requests, phone and reception needs;
• Develop presentation materials, posters and community message adhere to University style and editorial standards;
• Generate accurate ad hoc data reports and lists using Tableau, MS Query, Qualtrics and similar tools;
• Assist with divisional initiatives, special projects, and annual processes which may include event planning, trainings, and similar needs that are focused on division staff or the student body which may include distributing work to others, maintaining quality control, and ensuring deadlines are met; and
• Provide back-up support for the Vice President of the Dean of the College, in the absence of the Assistant to the Vice President and Dean of the College.

General Duties

• Greet visitors and ensure reception area creates a welcoming environment;
• Ensure efficient execution of administrative procedures and processes central to the division/function;
• Respond in a timely manner to requests for information and refer to other resources as appropriate;
• Coordinate with vendors and service providers;
• Maintain adequate office supplies and other material required for the operation of the division, which may include researching services and pricing, processing quotes, creating PO's and requisitions and submitting for timely payment;
• Support maintenance of records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports;
• Enters and tabulates data;
• Monitor budgets and report on status, variances, and potential issues;
• Assist with training and development of other departmental administrative coordinators;
• May be responsible for the timely and efficient execution of other responsibilities, special projects, committees and other work unique to the department, division or function, as assigned.

This position has been designated as a Campus Security Authority (CSA), in accordance with the federal statutory requirements of the Jeanne Clery Act. CSAs are required to and responsible for reporting allegations of crimes they receive from students and employees to the Campus Safety Department.

Professional Experience/Qualifications

• Solid skills and experience in Microsoft applications, including Excel, and the Google suite of software (especially Google Docs, Google Sheets, and Google Calendar) are essential.
• Capacity to work well independently and with little direction.
• Requires strong verbal and written skills, accuracy, attention to detail, flexibility, and willingness to take on new assignments.
• Ability to interact in a collegial manner with a culturally diverse group of faculty, staff, and students.
• Ability to coordinate multi-faceted projects, manage data, and oversee projects to completion.
• Must be able to manage confidential and sensitive information.
• Must understand and respect the value of diversity in higher education

Preferred Qualifications

• Previous experience in an academic setting desired.
• Budgetary management experience.
• Experience with Concur or other travel expense software desired.

Education
An Associates degree, or a combination of education and experience from which comparable skills are obtained is required.

Other Information

Work Schedule:
Weekdays

Job Open Date:
12/01/2022

Job Close Date:

Open Until Filled
Yes

Special Instructions Summary

EEO Statement
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.

Clery Act
CAMPUS CRIME REPORTING AND STATISTICS
The Campus Safety Department will provide upon request a copy of Colgates Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. To obtain a copy, contact the Campus Safety Compliance Manager via e-mail at cusafety@colgate.edu.