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Ithaca

    Administrative Operations Coordinator - Ithaca, United States - Ithaca College

    Ithaca College
    Ithaca College Ithaca, United States

    1 week ago

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    Description

    Job Summary:


    This position provides administrative and operational support for multiple offices (BIPOC Unity Center (BUC), Center for LGBT Education, Outreach & Services, Office of Religious and Spiritual Life) staff, students, and overall programmatic efforts at Ithaca College.

    Administrative support includes scheduling appointments, arranging meetings, preparing and managing the unit's operational budgets, maintaining files, and processing a variety of the college's procedural and operational forms.


    As the Administrative Operations Coordinator, you will assist in programming, coordinating, and providing services and resources that serve the mission of the offices.

    This may include being a secondary point of contact, assisting in supervising student staff, preparing communications, supporting office programmatic initiatives, budgetary oversight, and maintaining websites and social media platforms.


    Supervision:


    With oversight from the Director of the BIPOC Unity Center, this position directly reports to and receives day-to-day guidance from the Associate Director for the BIPOC Unity Center/Program Director for the MLK Scholars/First Gen Center.

    This position supports assisting with supervising student employees in the BIPOC Unity Center. This may include one-on-one meetings, approving timesheets, hiring, and developing students within the position.


    Position/Job Responsibilities:


    Provides administrative support for BIPOC Unity Center, Center for LGBT Education, Outreach & Services, and Office of Religious and Spiritual Life.


    • Perform administrative, operational, and logistical duties.
    • Manage general office procedures, e.g. supplies, office management, and routine maintenance;
    • Proofread and process office procedural and operational documents and forms;
    • Attend and schedule staff meetings, record minutes, and share minutes with staff;
    • Schedule meetings for staff;
    • Update and maintain departmental calendars and emails in a timely manner;
    • Maintain and manage communication strategies (outlook, TEAMS, websites, social media, Engage, etc.) and other systems;
    • Serve as a liaison with students, student organizations, and campus partners;
    • Engage with students, staff, and visitors by providing support and information about the offices and offerings;
    • Maintain privacy when legally able and expected;
    • Support with campus-wide events and programming.
    • MLK Scholar/IAP/Orientation Program Support
    • Support the application cycles including but not limited to reviewing applications, managing interviews, and oversight of the selection process;
    • Coordinate room, speaker, and food reservations for scholar/orientation events;
    • Support in planning celebrations and milestone events;
    • Support in tracking of retention and program requirement.
    • Student Staff Support
    • Supervision support in the hiring, training, task completion, scheduling and overall development of BUC Peer Educators (student employees);
    • Advise, coach, and build professional relationships with Peer Educators.
    • Event Support
    • Assist with the coordination and implementation of events;
    • Reserve rooms for the offices;
    • Assist in data collection and evaluation: preparing, distributing, compiling, and reporting;
    • Support in coordinating large-scale historic/annual programs such as but not limited to, BIPOC Unity Leadership Awards, Lavendar Graduation, Orientation and Jumpstart events of the unit, First Fridays, Cafe with the Director, First Generation Celebration Week, MLK Campus Wide Celebration Week, Intercultural Career Panel (ICCP), IC Voices, History Heritage Month and Everybody Meetings.
    • Fiscal Responsibilities
    • Provide assistance in developing and maintaining yearly departmental budgets for Student Equity & Belonging Unit, participate in budget proposal preparation and financial statements, execute purchase orders and vendor requests, pay invoices, process receipts and budget transfers, and maintain a wide variety of college operational forms.
    • Regular review and sharing of BUC, LGBT and ORSL operational budgets and support in capital budget requests.

    Required Qualifications:

    • 1-3 years of experience working in a college/university setting or bachelor's degree in a related field and one year experience;
    • Excellent customer service skills; team-oriented attitude; strong organizational, interpersonal, verbal, and written communication skills; attention to detail; ability to manage competing priorities, meet deadlines, and demonstrate flexibility while working independently and as a team;
    • Experience in managing projects and/or coordinating events, ability to work with different softwares and technologies related to project management, budget management, website content management, design and publishing, and spreadsheet and database management.

    Preferred Qualifications:

    • Develop and demonstrate competencies to cultivate an inclusive, diverse, equitable, and respectful College community; Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College; Promote a flexible, collaborative and inclusive work environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.

    Work Environment:
    Most of the work of the incumbent is carried out within a generally accessible, safe indoor environment. The incumbent will be provided with a college-owned computer and associated equipment. The incumbent may be required to attend workshops, conferences, or other developmental meetings. The incumbent may also be required to participate in functions or activities during and after normal business hours.

    The incumbent may need to travel on and off campus to various functions; may need to drive or to make alternative travel arrangements.


    Application Instructions:
    Interested applicants must apply online and attach a resume, cover letter, and list of three professional references. Questions about online applications should be directed to the Office of Human Resources at or

    Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

    Visa sponsorship is not provided for this position.


    Hiring Range:
    $19.57 to $21.95 per hour, commensurate with qualifications and experience. We pride ourselves on providing our benefit-eligible employees with comprehensive benefits, including work/life balance, generous paid time off policies, career-enhancing trainings, educational benefits, and opportunities to give back to the community. Beyond benefits, you'll enjoy the kind of uniquely rewarding work environment that can only be found in a vibrant college community. For an overview of our benefit offerings, please visit
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