The Administrative/Program Coordinator for the Offices of Intercultural Affairs, Opportunity Programs, and Diversity, Equity & Inclusion provides managerial, administrative and logistical support to the respective offices and coordinates programs in the area of Diversity, Equity and Inclusion. This position reports to the VP for Diversity, Equity and Inclusion and will work effectively with a dynamic group of offices that supports a diversity of students.
The Administrative/Program Coordinator: DEI, Intercultural Affairs and Opportunity Programs provides managerial, administrative and logistical support to the respective offices. The Administrative/Program Coordinator will work effectively with a dynamic group of offices that support a diversity of students.
Under the guidance and direction of VP of Diversity, Equity and Inclusion, the Administrative/Program Coordinator maintains task forces/workgroups to advance DEI work through the implementation of programs, creative events and other initiatives. * Develop and maintain communications such as website content and social media * Develop and administer surveys as needed * Perform receptionist duties for the offices, schedule appointments for staff, answer the telephone, relay messages, respond to inquiries and maintain calendars; open, stamp and distribute mail. * Generate correspondence, form letters, requisitions, forms, itineraries, agendas for staff, request and update student lists, create and maintain student databases. * Support staff in programming and event logistics and coordination as directed. * Schedule staff recruiting and office visits as directed; arrange air travel, reserve rental cars and hotel reservations, and mark calendars. * Manage all materials and information for Academic Opportunity Program recruiting trips. * Submit time sheets for self and student employees and peer counselors; record students time by hours each term. * Perform record and bookkeeping for staff and students. * Process purchase requisitions, orders and invoices. * Check invoices against PO’s, investigate discrepancies, affix account numbers, copy and send for payment; check budget printout sheet charges to department against invoice copies on file; follow up any differences. * Create and print monthly account expense reports. * Record each Opportunity Program student’s bookstore charges from charge slips; separate and total books and supplies for each student, call attention to any changes other than authorized charges. * Request transcripts, term GPA’s, student lists and reports from the Registrar’s office * Maintain student files, student databases, staff files, and budget accounts; make new files as necessary; maintain data printouts for prospects, admissions, student accounts, budgets. * Perform various duties for the Summer Institute that include letters to participants, preparation for arrival, and record all expenses. Coordinate mailing of Summer Institute packets to participants and track responses. * Email and review regular event calendars and updates. May need to research and make additions or revisions to document prior to sending out. * Assist staff with student employees’ communications, schedules, forms and maintenance of application folders. * Perform other duties as assigned by supervisor(s).
This position description is not all-inclusive, as other tasks or responsibilities may be assigned.
Associates Degree strongly preferred and Bachelor’s desired. Demonstrated word processing skills with applied computer skills and working knowledge of spreadsheet programs and data base systems. At least two years of secretarial/clerical experience. Ability to organize and set proper priorities with independent judgment. Strong organizational, decision making, and problem solving skills. Ability to work within a matrixed organization with multiple reporting lines. Effective communication and interpersonal skills in both written and verbal presentation.
This is a full-time, 12-month, 37.5 hours per week, benefits-eligible administrative position. Normal hours of work are 8:30 a.m. to 5:00 p.m. during the academic year and a possible shortened workweek during the scheduled summer hours time period.
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 http://apply.interfolio.com/76577
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About Hobart and William Smith Colleges
Located on 195 acres in the heart of New York States Finger Lakes Region, Hobart and William Smith are independent liberal arts colleges distinctive for providing highly individualized educations. Guided by an interdisciplinary curriculum grounded in exploration and rigor, the Colleges prepare students to think critically. In partnership with the Geneva and global communities and through robust programs in career development, study-abroad, service, leadership and athletics, the Colleges foster an environment that values global citizenship, teamwork, ethics, inclusive excellence, and cultural competence.Under the mentorship of faculty, Hobart and William Smith students gain the necessary clarity to be competitive when seeking employment. They win prestigious fellowships like the Rhodes, Gates Cambridge, Udall, Fulbright and Goldwater. They gain admittance to the best graduate programs in the country. They go on to lead lives of consequence.