Administrative Assistant - Union College : Job Details

Provides clerical, administrative and project support to the Academic Opportunity Program / Higher Education Opportunity Program. Duties include purchasing and supply ordering; maintaining shared records; assisting with coordination of the AOP Summer Program; coordinating event logistics; and serving as receptionist for all students, faculty, staff, and visitors.

Work Days: Monday - Friday

Shift Start/End Time: 8:30 am - 4:54 pm

Hours Per Week: 37

Weeks Per Year: 52

Pay Status and Classification: Non-exempt, Regular full-time

Supervisor: Director of the Academic Opportunity Program / Higher Education Opportunity Program.

Position Purpose: Provides clerical, administrative and project support to the Academic Opportunity Program / Higher Education Opportunity Program. Duties include purchasing and supply ordering; maintaining shared records; assisting with coordination of the AOP Summer Program; coordinating event logistics; and serving as receptionist for all students, faculty, staff, and visitors.

Essential Responsibilities and Duties:

* Office Support: Provides support for office associated activities: managing files in shared Google drive; screening and handling telephone communications; maintaining office equipment (student computers, copiers, telephones); ordering and organizing necessary office supplies; greeting and directing visitors; managing and creating content for department website / social media sites. Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of issues. Supervises, trains and hires student employees.

* Administration: Manages purchasing for the office, including ordering supplies; processing credit card purchases and expense reports; processing payment requests and departmental fund transfers. Organizes, processes and analyzes department data, including assisting with entering data into reports, and preparing rosters in spreadsheets. Assists administrative colleagues with other College assignments as needed and during crunch times and overlapping deliverables.

* Event & Travel Coordination: Manages all office logistics regarding events, banquets, and workshops under the general supervision of the Director of AOP/HEOP (i.e. makes campus contacts with room reservations, dining services, instructional technology or any other campus contact necessary for organizing events). Assists with coordinating travel for AOP/HEOP students, including purchasing tickets for flights, trains, and buses, as well as coordinating transportation services through Union's transportation office.

* AOP Summer Program: In conjunction with other AOP staff, assist with coordination of the AOP Summer Program.

Qualifications:

* High school degree or equivalent and two to three years of administrative experience, preferably in an academic setting, or a combination of relevant education, training, certifications, and work experience.

* Excellent communication and interpersonal skills and ability to work independently in a fast-paced environment carrying out administrative duties.

* Extensive computer skills, such as working knowledge of Microsoft Office and Excel, Google Suite (Gmail, Google Calendar, and Google docs).

* Ability to use and learn new software quickly.

* Familiarity with web content management systems.

* Ability to work onsite in an office setting including ability to stand and sit for extended periods.

* The ability to foster and enhance a thriving, diverse, inclusive, and culturally vibrant community, while promoting a sense of belonging among students, faculty and staff colleagues, and alumni.

* Able to anticipate, deliver on, and exceed the expectations of faculty, students, and fellow staff colleagues.

* Able to introduce and drive innovation in ways small and large.

* Able to proactively identify and pursue relevant learning and professional development opportunities and apply new knowledge, insights, and skills to enhance results.

Compensation:

The rate for this position is $18.50 per hour. Except for roles with a set rate of pay, the wage/salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The stated hiring rate/range represents the College's good faith and reasonable estimate of the rate/range of possible compensation at the time of posting.

We know some job seekers may not apply for career opportunities unless they meet every qualification in the position description including the preferred qualifications. We are most interested in hiring the best staff and faculty colleagues, and recognize that a successful candidate may come from a less traditional career path. We encourage you to apply, even if you don't believe you meet every one of our preferred qualifications.

We offer exceptional benefits including:

* Generous Vacation, Sick, and Personal Time

* Winter Recess Break in Addition to Paid Holidays

* Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)

* Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs

* Employee Scholarships toward Certifications, Seminars, Training and Professional Development

* Pre and Post Tax participation in a 403(b) Retirement Plan

* Salary Continuation Program in the event of Disability

* Tuition Assistance Program for Employee, Spouse and/or Dependents

Background Checks: In accordance with our background check policy, finalists for hire will undergo a background check that includes education, employment, and criminal convictions.

E-Verify Participation: Union College participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States. Learn more about E-Verify and your Right to Work (Derecho a Trabajar).