Utica College, a small comprehensive college in Upstate New York, is seeking an Administrative Assistant III to provide overall support services for the staff in the Division of Advancement, including general reception for visitors and guests; preparation and processing of all purchase requisitions; credit card reconciliations; ordering and maintaining office supply inventories; general telephone reception; assistance with travel arrangements for staff who travel on behalf of the College; and other administrative functions in support of the units and departments in Advancement during the normal conduct of business.
Primary responsibilities include:
Front line representative of the Division of Advancement (in-person and via phone). Responds to inquiries and handles and/or directs requests for information from the general public, College community, media, vendors, parents, alumni, and friends while serving as the customer service liaison for the entire Division of Advancement; Processes purchase requisitions for Marketing-Communications, Constituent Relations, Development, Government/Corporate/Foundation Relations, Donor Relations & Stewardship, College Events, Accounts & Records, and the Office of the Vice President; Reconciles expense reports and credit card statements for all corporate cardholders and staff submitting expense reports on a monthly basis; Provides support to all staff with arrangements for travel including transportation, lodging, meals, itineraries, and other logistical support that is an essential part of preparations and follow-up for external travel for events, programs, and donor visits; Assists in the preparation of correspondence to external constituents for the purposes of cultivation, solicitation, and stewardship, and other Advancement matters; Assists with the preparation and execution of major College and Advancement events as necessary, including registration, event set-up, general reception, and other logistics; Works closely with the Accounts and Records Administrator, and the Senior Administrative Assistant to plan, schedule, and monitor the work of the student interns on a daily basis; Receives and processes phone inquiries to Division of Advancement through the Alumni phone line and the Divisions toll-free phone line; Manages the Advancement front desk, including the following: unlocking and locking the building in the start and end of normal business hours, sorting and distributing the mail, submitting requests for vendor equipment repairs (copiers, printers, fax, vending machine), submits maintenance request orders (new employee key ordering, phone set-up), and maintains and reconciles petty cash; Serves as a back-up to the Records Assistant for the entry of constituent and contribution records into the Banner System, as needed. Assists in the coordination of the work-study schedules, assigned work, and management of front office work space and organization
Bachelor’s degree required; Minimum three years of administrative support, office coordination, and/or business-processes experience required. An equivalent combination of education and experience may be considered; Experience in a college or university setting, especially in the area of Alumni and Development, is highly desirable; Must possess a high level of energy, attention to detail, and be outgoing and upbeat; Must be committed to building long-term relationships with Utica College alumni, faculty and staff, friends, students, and parents; Must possess strong organizational and communication skills (both oral and written); Must have the ability to use a computer for word processing and data base management; Must demonstrate professional etiquette on the telephone and in-person; Must have working knowledge of the suite of Microsoft applications; Knowledge of networked information systems (e.g. Banner, PeopleSoft, or Razor’s Edge) is highly preferred; Must have strong organizational skills, ability to manage multiple priorities and meet various deadlines, maintain confidentiality, work effectively with students and colleagues, and possess the skills to hire, manage, and train work-study students; This position requires the flexibility to work occasional day and evening hours outside of normal business hours (M-F 8:30A.M. – 5P.M.), including the following annual Alumni and Parent Relations event(s): Homecoming Weekend (September/October), Holiday Brunch (December), and Commencement Weekend (May).
Founded in 1946, Utica College is a private comprehensive institution distinguished for its integration of liberal and professional study. Our dedicated faculty and staff have built a tradition of excellence in teaching and learning with particular emphasis on providing individual attention to students. The College enrolls approximately 3,700 students – approximately 2,700 undergraduates and 1,000... graduate students.
A city of approximately 60,000, Utica is located at the foothills of the Adirondack Mountains in the Mohawk Valley region of upstate New York. The area offers easy access to a broad variety of cultural attractions, including the historic Stanley Performing Arts Center and renowned Munson Williams Proctor Arts Institute, as well as four-season recreation.