Administrative Assistant, Special Programs at Skidmore College

This position requires a proactive approach to completing a wide range of general office support functions independently yet within established college protocols and channels. Effective interpersonal communication skills are essential, and discretion is necessary to work with a large range of people – staff, faculty, students, and visitors. The ability to discern important and urgent requests from those less so is key to providing good office management. Ability to shift focus frequently and to work with interruptions is required. Interest in and familiarity with the wide range of activities and programs sponsored by the Office of Special Programs is imperative in this role.

JOB DUTIES:

Reception and general office support: Serve as departmental receptionist: greet callers and walk-ins. Ensure the physical space is professional and fully functional at all times: inventory/order supplies, ensure printer, equipment, and technology functionality; ensure cleanliness and safety of the office/building; submit work orders as necessary. Hire and supervise 2-3 academic year student office assistants. Prepare agenda and chair bi-weekly staff meetings. Set up large group meetings.

Budget and payroll support: Single point of contact for all departmental accounts payable budget transactions in Oracle. Process accounts payables including check requests, credit card purchases, and internal purchases (Scope: 13 budgets totaling ~$600K in payables). For two officewide budgets (year-round and summer operations): Process and reconcile expenses with the General Ledger; ensure accuracy of charges, accounts, and object codes; post and track each financial transaction; rectify any errors. Reconcile biweekly summer labor distribution Payroll reports to identify discrepancies (Scope: 250+ summer employees). Assist in tracking donor gifts and verifying accuracy of monthly gift report account numbers.

Summer hiring support: Enter all hiring departmental job requisitions in Oracle (Scope: 35 annually). Schedule candidate interview appointments for hiring supervisors. Enter data of candidates selected for hire into database for review by directors and processing by Human Resources (Scope: 250+ summer employees annually). Coordinate physical set up of new personnel office space.

Publicity development and distribution: Organize and maintain departmental master list of publicity distribution outlets. Develop publicity timelines and execute publicity plans for public events under the general direction of supervisor. Draft event publicity copy for supervisor review. Distribute content to media channels including print, online, social media, and college event calendar. Print/mail marketing materials (posters, handcards, brochures), including on campus distribution via delegation to student office assistants. Update departmental webpages using OU Web program. 

Event and residency support: Use the College’s Event Management System (EMS) to reserve campus space, technical equipment, and order catering for public events. Book guest hotel accommodations and restaurant reservations for group meals. Update direct bill hotel/restaurant list annually. Serve as a program floater assisting other departmental staff during peak volume times for guest residency events and lecture series, including occasional evening coverage: front of house logistics; guest/donor hosting; onsite coordination with media/tech and catering personnel; handle microphone during Q&A sessions. 

Educational program support: Card office liaison: advance coordination with guest/student and Card Office for Housing and IDs; coordinate swipe card access to academic spaces for students, faculty, and staff as necessary. Administrative point person in Saisselin Art Building during summer studio art courses. Organize health forms for programs enrolling minors. Housing walk-through inspections and service requests for summer residential programs. Research and document competitor program pricing for annual benchmarking. Research CDTA bus rates/info; tour bus rental costs; entertainment/venue costs (e.g., Great Escape entry fee, SPAC tickets). Occasional campus/town errands.

Other related duties as assigned. 

QUALIFICATIONS AND COMPETENCIES:

Education: Associate’s degree or equivalent

Experience: 1 to 2+ years’ experience with academic or business administration 

Essential job competencies:

• Strong interpersonal and written communication skills
• Organizational skills, a high degree of accuracy, and attentiveness to detail
• The ability to adapt to and manage multiple priorities with competing deadlines
• Problem solving skills and initiative to act to bring issues to a successful resolution
• The ability to work collaboratively as part of a team
• Strong budgeting and computing skills, including Microsoft office (spreadsheets, databases, word processing software); familiarity with Oracle is a plus
• Ability to write and edit in English is essential
• Appreciation of diverse populations is a must

WORK ENVIRONMENT

Reports to the Director of the Office of Special Programs. Office-based environment. This is a 35-hour-per-week position. Hours are Monday through Friday from 8:30 a.m. to 4:30 p.m., with occasional evening work for public events. Summer-heavy schedule with limited options for time off between mid-May and mid-August. Skidmore College’s flexible work policy applies to this position, and currently includes one day of remote work per week during the Fall and Spring academic semesters and two days of remote work per week during other times of the year. 

Salary: $20.65 - $23.00 per hour

Required documents needed to apply:

• On-line application
• Cover Letter
• Resume
• List of Three References

EEO STATEMENT

Skidmore College is committed to being an inclusive campus community and, as an Equal Opportunity Employer, does not discriminate in its hiring or employment practices on the basis of race, color, creed, religion, gender, age, national or ethnic origin, physical or mental disability, military or veteran status, marital status, sex, sexual orientation, gender identity or expression, genetic information, predisposition or carrier status, domestic violence victim status, familial status, dating violence, or stalking, or any other category protected by applicable federal, state or local laws.

Employment at Skidmore College is contingent upon an acceptable background check result.

CREATIVE THOUGHT MATTERS