Admission Administrative Assistant at Colgate University
Hamilton, NY
About the Job
Job Category Support Staff
Position Title Admission Administrative Assistant
Full Time/Part Time Full Time
Division Admission and Financial Aid
Department Admission
Hiring Wage/Salary Range $19.00-$21.00
Determination
When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.
Benefits
Current Benefits
Colgate University is proud to offer in-depth, competitive benefits that support the health and wellbeing of our employees and their family. The majority of benefits are effective on the date of hire.
We pride ourselves on the scope and quality of the benefits offered to our employees. We invite candidates to visit our Benefits page to learn more about our generous benefits package, which includes but is not limited to:
Health and Wellness:
Comprehensive medical, dental, vision, behavioral health benefits, disability and life insurance, 403 B Retirement with employer core and matching contributions.
Paid Time Off:
Vacation time (varies based on position classification), sick time, 13.5 holidays including a Winter Recess between Christmas and New Year’s and 3 floating holidays.
Paid Family Leave:
After six months of employment, employees become eligible for up to 12 weeks of paid time off up to 67% of salary to a state maximum for bonding with a newborn, adopted or foster child, caring for a family member with a serious health condition or to help after a family member has been deployed to active military duty abroad.
Continuing Education and Professional Development:
Employees and their spouse/domestic partner may take up to 2 courses per semester at Colgate, tuition free with a $20 per course registration fee.
Funding for work related courses to obtain an undergraduate or graduate degree related to your current position.
After 7 years of service in an eligible position an employee’s eligible children may be awarded up to half of Colgate’s tuition to attend an accredited college, university or trade school of their choice.
Along with a generous benefits package, additional perks unique to Colgate University include but are not limited to free on campus parking, free gym membership with discounts for family members, reduced Seven Oaks Golf Course memberships, University Bookstore discount, free library access, 3 free tickets for any regular season athletic home event, access to Colgate owned Bewkes Center and Glendening Boathouse, free access to all cultural events.
Department Statement
The Colgate University Office of Admission is a busy and active office. Our office receives over 20,000 applications each year, greets over 5,000 visitors and manages inquiries from over 60,000 prospective students. The Admission Administrative Assistants (AAA) within the Office of Admission provide administrative support for application processing, inquiry management, campus visitors, student volunteer programs and recruitment travel. The AAA team is both a critical and integral part of the university’s successful admission and financial aid process.
Accountabilities
Participates in a team oriented working environment through all phases of the recruitment and selection process. Shared tasks include daily coverage of shared phone lines, email accounts, assisting with travel planning, application processing and staffing of the reception desk on a rotating basis.
The position will have the following responsibilities and accountabilities:
Accountable for assisting staff with actively recruiting students electronically and in person through effective communication consistent with Colgate’s mission.
Accountable to provide outstanding customer service with written and verbal communication to both on and off campus constituents.
Accurate and timely entry of data in and out of Slate CRM and other relevant databases; including large volume of application materials.
Editing and formatting documents, producing reports with accuracy.
Managing calendars, contacts and email correspondence for self and other division staff.
Assisting staff with travel and recruitment efforts.
Accountable for familiarity with and compliance to NCAA recruiting rules.
Ability to respond to supervisor feedback.
Accountable for personal growth and advancement of relevant analytical, process and general professional skills and behaviors.
Assisting other staff in division as assigned.
Perform other duties and projects as assigned.
Technical Competencies
Name Administrative Procedures
Description
Demonstrated mastery of commonly and consistently used Colgate administrative policies and practices. Has knowledge sufficient to conduct administrative procedures and processes that are most critical to the division. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create aids or guides in the execution of common administrative policies and procedures.
Name Communication Skills
Description
Demonstrated ability to build relationships and communicate (both electronic and in person) with potential applicants and constituents (families, high school personnel) which may include underrepresented populations, urban populations and first-generation college students. High quality communication skills include public speaking skills and strong writing skills. Ability to answer complex and at times difficult questions on the spot in public situations.
Name Customer Service
Description
Ability to provide high quality customer service in person, on phone, through email and virtual platforms. Demonstrated ability to connect prospective students and families, high school personnel and other constituents while providing a high level of customer service. Must be able to provide high level customer service even in cases of sensitive and confidential information.
Name Travel Planning
Description
Demonstrated ability to support travel planning involving multiple modes of transportation, destinations and lodging. Demonstrated ability to quickly, efficiently and inexpensively alter travel plans and itineraries. Demonstrated ability to consistently stay within budgetary travel restrictions and guidelines while providing effective travel services.
Name Technology
Description
Demonstrated ability to access and navigate appropriate technology systems used in admissions and financial aid. Ability to enhance and improve proficiency in admission and financial aid technology tools.
Name Technical Data Systems
Description
Demonstrated ability to use relevant data systems/software used in the department. Demonstrated ability to enter, manipulate and query all data sets used in day-to-day situations. Demonstrated ability to execute all day-to-day and core functionality of relevant data systems. Demonstrated ability using MS office and Google applications: collecting, formatting and organizing moderately complex data via sorting, filters, charts; all basic to intermediate level formulae, including pivot tables. Demonstrated expertise with most commonly used MS word features and functionality, including table of content formatting, mail merges, track changes and other similar features. Ability to edit basic formatting and functional elements of MS PowerPoint. Demonstrated ability to effectively use all software systems required for office systems.
Behavioral Competencies
Name Personal Accountability for Results
Description
Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.
Name Effective Communication
Description
Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.
Name Problem Solving and Decision Making
Description
Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.
Name Change Management
Description
Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.
Name Leadership and Teamwork
Description
Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.
Name Creativity and Innovation
Description
Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.
Name Diversity and Inclusion
Description
Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.
Name Sustainability
Description
Understands the impact of decision making and personal behavior in achieving the university’s commitment to a sustainable and carbon-neutral campus; supports and advances the university’s sustainability initiatives; influences others to use sustainable practices.
Requirements
Professional Experience/ Qualifications
Must possess the ability to establish priorities, handle multiple projects, coordinate and achieve efficiency concerning work responsibilities while remaining detail oriented and processing work with a high degree of accuracy.
Demonstrated ability to manage confidential and sensitive information pertaining to application review and other admission and financial aid initiatives.
Must be able to exercise a high degree of judgment and discretion and work as a member of a team and independently.
Must be capable of working collegially and effectively with a diverse group of students, faculty, staff, and visitors on a daily basis.
Excellent oral and written communication skills required.
Proficiency in Microsoft and Google products is essential.
Demonstrated organizational skills and ability to coordinate complex projects is important.
The ability to effectively communicate Colgate’s mission and the value of a liberal arts education.
Experience with complex databases and reporting systems is preferred.
Requires overtime during peak periods and involves some Saturday work outside of peak season.
Preferred Qualifications
A minimum of one year of general office/administrative experience is preferred.
Education
An Associate’s degree or equivalent experience is preferred.
Required to work on campus.
Weekdays, with occasional weekends.
Other Information
Posting Detail Information
Requisition Number 2024S067Posting
Temporary No
Work Schedule
Must be able to work:
Monday – Friday 8:00-4:30, September – May
Job Open Date 08/21/2024
Job Close Date
Open Until Filled Yes
Special Instructions Summary
EEO Statement
The University recognizes that equal employment opportunity can only be achieved through demonstrated leadership. It is the Policy of the University to recruit, employ, retain, promote, and train employees on the basis of merit, ability, and valid job qualifications without regard to any characteristics protected by applicable local, state or federal laws or Executive Orders.
Clery Act
CAMPUS CRIME REPORTING AND STATISTICS
The Department of Campus Safety will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance . Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at cusafety@colgate.edu
