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POSITION DESCRIPTION

Administrative Coordinator
Center for Teaching and Learning

SUMMARY:

An integral part of the Center for Teaching and Learning, this position assists in providing services to students and faculty. The Administrative Coordinator (AC) provides administrative support to the Director and the CTL staff. Among other responsibilities the AC handles inquiries from faculty, staff, students, and parents, manages calendars, has oversight of the student assistants budget and operating budget in coordination with the Director, coordinates planning and logistics for CTL events, maintains website, and conducts basic research for special projects as needed. The Administrative Coordinator assists with outcome management goals and reporting.

RESPONSIBILITIES:

Office Management

  • Handle and maintain confidential information on students, both currently enrolled and graduated.
  • Orient students, faculty, parents, prospective students and college community with office resources. Answer questions, locate resources, and provide training as necessary on TutorTrac.
  • Select, train and supervise Student Office Assistants.
    • Manage and sign payroll records for Student Office Assistants, Teaching Fellows, Writing Fellows, Note-takers, Study Mentors and Study Table Leaders.
    • Manage budget line for student worker wages.
  • Manage records of daily office purchases and expenditures; prepare purchase orders and vouchers; order all office supplies and products.
  • Manage supply budget.
  • Monitor all charges on monthly budget statements; assist with preparation of annual budget.
  • Manage Outlook calendar for staff; schedule meetings and make appointments for students, faculty and professional staff members.
  • Manage Teaching and Learning lending library; make purchases and update resources, maintain library database, and file material daily.
  • Manage student tracking system through TutorTrac for data reporting.
  • Generate weekly and monthly reports on appointments, student drop-ins and workshop/seminar attendance.
  • Organize and maintain supply of materials used for programs and seminars.
  • Create and compile reports and presentations.
  • Execute the day-to-day office operations.
  • Support the work of the CTL staff.
  • Perform other assignments as assigned.

Event Coordination

  • Coordinate logistics of events sponsored by CTL.
  • Arrange housing, luncheons, and presentation rooms for various visitors to CTL.
  • Prepare annual calendar of events/seminars.
  • Reserve rooms and track sign-ins at each seminar.

Publicity Coordination

  • Coordinate the publicity of office functions and events to college community by sending targeted mailings and e-mails to students and student groups as well as oversee the distribution of all printed materials.
  • Assist with website maintenance; ensure all information is current and accurate.
  • Manage representation of the CTL on the Colleges website and TWIP through scheduling photos and providing information for Daily Update stories to Communications.
  • Manage all social media for CTL and programs.

Other: Perform other related duties incidental to the work described herein.

QUALIFICATIONS:

Discretion and sound judgment required in dealing with students, faculty, administrators, parents, handling confidential information, and communicating with all campus constituencies. Ability to work as a team member to build strong working relationships across campus and in the broader community. The successful candidate will have advanced computer literacy and knowledge of various office practices & procedures, budget management, and be competent in Microsoft Office products including Word, Excel, Access and Outlook. Requires strong interpersonal skills, excellent verbal and written communications skills, ability to work with confidential information and to work unsupervised as well as part of a team.  Must be well organized and have the ability to multitask and meet deadlines. Attention to detail imperative. A friendly, cheerful and welcoming personality with strong customer service skills is required for this highly visible position. Bachelor's degree preferred. Associate degree required. One to three years experience required.

OTHER INFORMATION:

This is a full-time, 12-month, benefits-eligible administrative salaried (non-exempt) position. Normal campus office hours of work are 8:30 a.m. to 5:00 p.m. This position description is not all-inclusive, as other tasks or responsibilities may be assigned.

APPLICATION INSTRUCTIONS:

Review of applications will begin immediately and continue until the position is filled. Interested applicants should send a cover letter, resume and the names with contact information for three references to:

Office of Human Resources
Hobart and William Smith Colleges
337 Pulteney Street
Geneva, NY 14456

Or by email to: ferran@hws.edu

Please note:If materials are sent electronically, please include your last name within the file's name. Thank you.

 

EOE

Hobart and William Smith Colleges are committed to attracting and supporting faculty and staff that fully represent the racial, ethnic, and cultural diversity of the nation and actively seek applications from under-represented groups. The Colleges do not discriminate on the basis of race, color, religion, sex, marital status, national origin, age, disability, veteran's status, sexual orientation, gender identity and expression or any other protected status.

Founded as Hobart College for men and William Smith College for women, Hobart and William Smith Colleges today are a highly selective residential liberal arts institution with a single administration, faculty and curriculum but separate dean’s offices, student governments, athletic programs and traditions.  The Colleges are located in a small diverse city in the Finger Lakes region of New York State.  With an enrollment of approximately 2,000, the Colleges offer 62 different majors and minors from which students choose two areas of concentration, one of which must be an interdisciplinary program.  Creative and extensive programs of international study and public service are also at the core of the Colleges’ mission.