Assistant to the Hobart Deans Hobart William Smith Colleges
Location: Geneva, NY Open Date: Jul 05, 2022
Description The Assistant to the Hobart Dean's Office provides administrative and secretarial support to the Hobart Deans, supervises a staff of student workers to provide that support, and frequently works collaboratively with the Assistant to the William Smith Dean's Office. This position is responsible for or assists in every facet of the operations of the office, including overall planning, office management, including scheduling, purchasing, and budget monitoring, secretarial support, and event planning and coordination, from scheduling group meetings to planning and executing campus-wide events. This position also supports the Deans in academic and other forms of advising students, which requires frequent communication between our office, the faculty and a wide range of staff members.
The successful candidate will be highly skilled in communicating, both orally and in writing, and will be an organizational and analytic thinker, and ideally will have an unflappable manner with students, parents, and staff.
Schedules meetings, conference calls, and appointments for the Dean and Assistant Deans.
Manages, maintains, and secures confidential information on all students and alumni.
Hires, supervises, and coordinates the work of student workers within the office, including preparing and submitting student payroll information to Payroll.
Develops and utilizes an electronic database to track and monitor student retention, advancement, and academic status and makes this information available to other offices as needed.
Assists in the integration and utilization of campus and office technical solutions.
Addresses routine questions from students, faculty, and staff.
Directs individuals to appropriate individuals and offices to address other questions.
Prioritize correspondences for the office and drafts correspondences as requested.
Serve as the first point of contact in the Deans Office, greets students, faculty, staff, and other visitors to the office.
Responds to telephone and e-mail messages on behalf of the Office.
Coordinates and manages the logistics involved in preparing for office-sponsored events.
Attends and supports office-sponsored events.
Serves as office manager for the office including ordering supplies; coordinating with other offices on equipment, maintaining the office space and other necessities; processing purchase requisitions, invoices, vouchers, and work orders for the office; monitoring expenses on monthly budget statements; and collaborating with the Assistant to the William Smith Dean's Office on office supplies and other shared materials.
Prepares memorandum, reports, and other communications for the office for distribution to other campus constituents such as the President, OAFA, and other administrative offices.
Performs other duties as assigned by the Dean of Hobart College.
This is a full-time, 12-month, benefits-eligible, administrative non-exempt position. Work hours are 8:30 a.m. to 5:00 p.m., during the academic year, with a possible shortened workweek during the scheduled summer months. Additional hours may be required on occasion. This position description is not all-inclusive, as other tasks or responsibilities may be assigned.
An Associates degree in office administration, office technology, event management, or relevant field and a minimum of five years progressive secretarial experience is required.
Experience in higher education, database management, and records retention is strongly desired for the position.
Demonstrated ability to work collaboratively with a diverse group of faculty, staff, and students on a daily basis is also expected.
Strong organizational, time management, and written communication skills are highly desirable.
Proficiency with the Microsoft Office Suite, including Word, Excel, and Outlook, is required. A desire and ability to adopt and implement new technology and electronic office solutions is also expected.
Strong customer service orientation; positive, helpful, resourceful.
Demonstrate an awareness of and sensitivity to unique social, cultural, and economic circumstances of others.
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 (utilizing the Apply link on the right). Background check required.
If you have a question or need help on uploading your application materials, please contact Interfolio's support team at firstname.lastname@example.org or call 1-877-997-8807 between the hours of 9:00 a.m. through 6 p.m., EST, Monday through Friday.
Hobart and William Smith Colleges are committed to providing a non-discriminatory and harassment-free educational, living and working environment for all members of the HWS community, including students, faculty, staff, volunteers, and visitors. HWS prohibits discrimination and harassment in their programs and activities on the basis of age, color, disability, domestic violence victim status, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, veteran status, or any other status protected under the law. Discrimination on the basis of sex includes sexual harassment, sexual violence, sexual assault, and other forms of sexual misconduct including stalking and intimate partner violence, and gender-based harassment that does not involve conduct of a sexual nature.
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Hobart and William Smith Colleges are a future-focused liberal arts and sciences institution led by a faculty of accessible teacher/scholars known for the impact of their research and distinguished by the depth of their mentorship. Founded as two institutions - Hobart for men and William Smith for women - today's Colleges enjoy the exponential benefits of shared resources and combined spirit. Both maintain their own traditions, deans and athletic programs but together share a single administration, faculty, campus and curriculum. Located in Geneva, N.Y., a small, diverse city in the Finger Lakes Region of New York, the Colleges have an enrollment of approximately 1,800 students, and offer undergraduate, pre-professional and graduate programs. Students complement broad, interdisciplinary study with hands-on learning experiences made possible by a constellation of centers for experience, action and thought.