Administrative Assistant for Academic Affairs

Oneonta, New York
Hartwick College
Date: October 21, 2020
Title: Administrative Assistant for Academic Affairs

Description: Under the supervision of the Academic Affairs Project Manager, the Administrative Assistant is responsible for general office and administrative support for the Assistant Provost and Projects Manager as well as general office support for the Department of Art & Art History.

Responsibilities

Office of Academic Affairs
General Office Support and Overview (25%)

• Serve as the forward-facing representative of OAA in directing inquiries to the appropriate OAA or campus office
• Collaborate with the Executive Assistant to the Provost and the Office & Budget Manager to keep them aware of the activities of the Assistant Provost and Projects Manager

Administrative Support for the Assistant Provost and Projects Manager (25%)

• Manage the daily calendars for the Assistant Provost and Office Manager, including on and off-campus engagements, meetings, telephone calls, appointments and other events
• Transcribe, archive and distribute meeting notes and records
• Solicit, receive, track, and archive electronic copies of course syllabi
• Support academic program development, including searching for, compiling and distributing information
• Assist with the development of faculty and selected staff contracts, including those for special assignments, staff duties, adjunct faculty, academic interns and others as assigned
• Support the full-time faculty hiring process, including posting advertisements, supporting applicant travel, interview scheduling, and monitoring the process-including sending and verifying letters to applicants, candidates and new hires
• In collaboration with the Office & Budget Manager, manage processes and events for faculty awards, faculty and student grant programs, visiting scholars and in-residence faculty
• Support scheduling and organizing events such as Honors Convocation, Undergraduate Research Showcase, and others

Department of Art & Art History
General Office Support (50%)

• Act as the forward-facing office representative for the department
• Lead and organize office operations, including functions such as receiving and routing phone calls, email inquiries, Google calendar management, packages and mail, and others
• Maintain the department Google calendar
• Process Sophomore, Junior and Senior Reviews
• Manage Visiting Artist arrangements, including contracts, travel, and budgets
• Oversee the department budget, including material requisitions, workstudy hiring, and other ordering and simple contracts
• Support admissions and recruitment activities
• Provide administrative support for the Gallery Coordinator

Participation in significant campus activities including Welcome Weekend, True Blue Weekend, and Commencement Weekend

Expected to comply with all applicable College, Federal, State, local and associational regulations

As a representative of the College, expected to comport oneself in a professional manner at all times, both on and off campus

Performs other job related duties as assigned

Qualifications: Minimum requirements for the position are an Associate’s degree or higher from an accredited college or university, with at least two or more years’ of experience in an office setting, preferably in an educational institution.

• Familiarity with MS Office Suite, Google Suite or both
• Ability to multitask in a fast-paced environment
• Capability to work on-campus or remotely, with access to telephone and reliable high-speed internet for the latter contingency
• Ability to maintain confidentiality of faculty, student and staff records and communications

An independent, residential liberal arts college enrolling approximately 1,200 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority, and seeks to recruit, retain and promote a diverse workforce.

Located in the scenic Susquehanna River valley in Oneonta, NY, near the northern foothills of the Catskill Mountains, the College features a Liberal Arts in Practice general education curriculum and aspires to “be the best at melding liberal arts education with experiential learning.”

Hartwick offers health benefits to domestic partners of benefits eligible employees, and prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression. Hartwick is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply.

Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.

Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process.

All applicants are asked to submit the following materials with their online applications:

• A cover letter;
• A resume;
• A Diversity Statement that addresses how your past and/or potential contributions to diversity will support Hartwick College’s Diversity Statement (); and
• The names and contact information for three references, with annotation regarding how the reference is related to you and your work (at least one of your references must be from a current and/or previous supervisor).

Review of applications will continue until the position is filled.

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