POSITION DESCRIPTION

Administrative Assistant
Office of Academic and Faculty Affairs

SUMMARY:

Reporting to the Vice President of Academic Affairs and Senior Dean of the Faculty, the Administrative Assistant is responsible for the day-to-day operations of the Office of Academic and Faculty Affairs (OAFA); manages faculty and departmental accounts, budgets, and reports as needed; and assists members of the Office in administrative projects. The Administrative Assistant works collaboratively with administrators, faculty, and staff to achieve institutional objectives, and exercises discretion and confidentiality in the performance of her/his duties.

RESPONSIBILITIES:

  • Process invoices and track expenditures for the OAFA. Produce regular records of activities from the OAFA accounts including faculty travel, startup funds, and departmental expenses.
  • Monitor departmental and endowment expenses. Track and inform the Vice President of excessive charges or inappropriate expenses charged to departmental and operational accounts.
  • Assist in the creation and maintenance of the operational budget for the OAFA and its direct reports.
  • Works with the Grants Office and Business Office to maintain records of expenditures on grant and endowment activities.
  • Assist the Vice President with letters to donors for faculty endowments including collecting information on grant and endowment reports for inclusion in the letters.
  • Provide administrative support for the Office on projects involving curriculum and faculty development, scheduling and arranging meetings, budgeting, and office operations and procedures.
  • Maintain course evaluations for First Year Seminars and Bidisciplinary courses. Track evaluations for review and tenure cases.
  • Plan and organize the Academic Achievement Awards Ceremony during Commencement weekend including creating announcements and program schedule; tracking and recognizing Latin Praise, Phi Beta Kappa, and Technos winners; working with Building and Grounds, and IT to set-up the event; hiring and supervising any student workers; and coordinating the Technos International Prize with College in Japan.
  • Draft correspondence, answer phones, provide information to callers and visitors; relay messages; monitor the OAFA email account; schedule meetings, and supervise any work-study students for the OAFA. Manage the schedules for the Vice President and Associate Vice Presidents.
  • Meet and welcome visitors to the OAFA and direct them or their issue to the appropriate person. Help problem-solve situations prior to seeing to the Vice President, Associate Vice Presidents, or appropriate person.
  • Maintain high level of confidential issues with faculty, students, staff, and Colleges' attorney.

QUALIFICATIONS:

An associate's degree or the equivalent/higher of education and work experience is a minimal. Strong candidates should have working knowledge with the Microsoft Office Suite (including Word, Excel, and Outlook) and experience working with budgets and office finances. Candidates must have the ability to organize and set priorities with limited supervision and must be able to handle a variety of sensitive and confidential information with discretion. A record of proven organizational ability, demonstrated independent judgment, and self-motivation is essential. The candidate must be highly adaptable and able to accommodate change, and be flexible with work schedule and work hours. Experience working in a higher education institution and with budgets is also expected.

OTHER INFORMATION:

This is a full-time, 12-month, benefits-eligible administrative salaried position. Normal campus office hours of work are 8:30 a.m. to 5:00 p.m. during the academic year with a possible shortened workweek during the scheduled summer hours. The salary is competitive and is negotiable depending on the strength of qualifications. The benefit package includes but is not limited to: 20 days of vacation each year; 10 paid holidays; medical, dental, and vision insurances; long-term disability coverage; life insurance; and retirement benefits. This position 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 are encouraged to submit a cover letter, resume and the names with contact information of at least three (3) professional references to our application service, Interfolio https://apply.interfolio.com/49137.

If you have any questions about using Interfolio, please send to ferran@hws.edu.

EOE


Hobart and William Smith Colleges are committed to providing a non-discriminatory and harassment-free educational, living and working environment for all members of the HWS community, including students, faculty, staff, volunteers, and visitors. HWS prohibits discrimination and harassment in their programs and activities on the basis of age, color, disability, domestic violence victim status, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, veteran status, or any other status protected under the law. Discrimination on the basis of sex includes sexual harassment, sexual violence, sexual assault, and other forms of sexual misconduct including stalking and intimate partner violence, and gender-based harassment that does not involve conduct of a sexual nature.

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.

 

 

Preparing Students to Lead Lives of Consequence.