Administrative assistant - Physician assistant program

Job Summary

Serve as a member of a dynamic and collaborative administrative support team within Ithaca College, in a forward-facing role supporting college academic operations at the departmental, school, and college-wide levels. Administrative duties may vary but generally includes assisting with managing student academic data and status, maintaining files and processing forms, assigning advisors, preparing and reviewing reports, course scheduling and enrollment, events, orientation, registration, processing invoices and payments, taking meeting minutes or preparing correspondence, responding to phone calls or emails, ordering course materials and supplies, and other departmental needs as requested. Administrative duties to support school or college academic needs may vary but generally include providing administrative support for committees, admissions events, orientation, ceremonies, community partnership events, or website/marketing/social media.

Supervision

This position reports to: PA Program Director

Core Responsibilities

• 1.
• Serve as a forward-facing resource person to faculty, staff, students, prospective students, and families to assist and make appropriate referrals as needed to other resources.
• Requires an understanding of undergraduate and graduate degree programs and opportunities.
• 2.
• Provide general administrative support to a department(s) (e.g. meeting minutes; scheduling meetings; accreditation related activities; midterms/finals/comprehensive practical exams; reserving rooms; preparing and composing letters, reports, lists, and other correspondence; and greeting visitors).
• 3.
• Assist with course scheduling process for a department(s).
• 4.
• Gather and organize course syllabi from faculty within a department(s) each semester/term.
• 5.
• Support tracking of enrolled students within a degree program, assignment of advisors, cohort lists, etc.
• 6.
• Assist with academic status review process, notification letters, dean’s list, and departmental awards.
• 7.
• Collaborate on annual updates of undergraduate and graduate catalog pages.
• 8.
• Support updating relevant website pages and social media (as applicable).
• 9.
• Support academic events including recruitment and orientation events (e.g., collaborate with Conference and Event Services, scheduling, processing payments, etc).
• 10.
• Assist with the faculty/staff search and hiring process including preparing the itinerary, arranging travel and lodging details, scheduling room, coordinating with relevant offices, etc.
• 11.
• Maintain designated spaces and equipment and report needed repairs to facilities.
• 12.
• Order supplies and equipment following school and college processes.
• 13.
• Support budget management (e.g., travel, procurements, expense reconciliation).
• 14.
• Hire, train, and supervise student workers.
• 15.
• Attend meetings as required including departmental, school-wide, all-college, and all-staff meetings.
• 16.
• Perform duties and interact with others consistent with Ithaca College expectations of creating an environment supportive of diversity, equity, inclusion, and belonging.
• 17.
• Other duties as assigned.

School and College-Wide Responsibilities

• 1.
• Provide collaborative administrative support for committees and the dean’s office as assigned.
• 2.
• Support preparation for and implementation of admissions event or other recruitment programming.
• This may include weekend duties.
• 3.
• Support preparation for and implementation of community partnership events.
• This may include travel to an off-campus location.
• 4.
• Support preparation for and implementation of school-wide or college events, guest speakers, ceremonies, or other activities as needed.
• This may include evening or weekend duties.

Qualifications

Associates degree and a minimum of 2 years office experience or the equivalent combination of education and experience; excellent attention to detail; strong organizational, interpersonal, verbal, and written communication skills; previous experience maintaining departmental budgets and expenditures; basic record keeping skills; ability to prioritize projects, handle multiple tasks and meet deadlines; in-depth knowledge of various word processing, spreadsheet and database software applications are required. Previous experience working within an educational setting is preferred.

Work Environment

The work location will be on the downtown Ithaca Commons in our Physician Assistant Rothschild Building (parking is not provided but is accessible by the TCAT bus system).

Most of the work of the incumbent is carried out within a generally accessible, safe, indoor environment. The incumbent will be required to use a personal computer and associated equipment as well as other office equipment used in the day-to-day operations. The incumbent may need to deliver various materials on campus, or participate in off-campus events, requiring the ability to walk or drive or make other travel arrangements. Evening or weekend work may be requested.

This position is 37.5 hours per week, 52 weeks per year.

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 (607) 274-8000 or humanresources@ithaca.edu.

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

$18.50 to $19.65 per hour, commensurate with qualifications and experience.

• We pride ourselves on providing our benefit-eligible employees with comprehensive benefits, including:
• Healthcare including vision and dental
• Generous Paid Time Off Policies
• 403B Retirement Savings Plan with Matching Employer Contribution
• EAP
• Flexible Work Plans
• Educational Benefits
• Career-Enhancing Trainings
• For an overview of our benefit offerings, please visit https://www.ithaca.edu/human-resources/employee-benefits-wellness [https://www.ithaca.edu/human-resources/employee-benefits-wellness]

In an effort to promote campus safety and the security of College resources, Ithaca College will, consistent with the requirements of the law and prudent practices, conduct criminal background investigations per College policy. This position is subject to a criminal background check. All offers of employment are contingent upon review of the criminal background check.

At Ithaca College, a comprehensive residential campus community of approximately 5,000 students, we strive to be at the forefront of the higher education landscape. We offer a distinct integrative learning experience that makes students ready for the personal, professional, and global challenges of our age.

We seek candidates who embrace integrative learning and want to be a part of this exciting time in Ithaca College history. We encourage creative collaboration and innovation in our faculty and staff, providing support and resources for them to grow in their fields and lead students to their own innovative ideas and achievements.

We welcome different ways of thinking and look for candidates with unique points of view and life experiences. We are inclusive of individuals with a wide range of cultural, personal, and professional backgrounds, talents, and skills. Our campus is a vibrant and rewarding community where diverse minds can learn, succeed, and excel.

When reviewing candidates, we are looking for indicators of a number of core competencies. Prospective candidates must be adaptable, collaborative, inclusive, respectful, responsive, results driven, and sustainable. They must communicate effectively, demonstrate leadership, exhibit professional integrity and ethics, take initiative, value personal and professional development, and show that they will engage in the college.

Nestled in the heart of New York State’s scenic Finger Lakes region, Ithaca College sits atop South Hill overlooking picturesque Cayuga Lake and is just minutes away from the city center. Combining small town warmth and charm with the vibrancy of a college community, the thriving and culturally diverse city of Ithaca has been rated by Kiplinger’s as one of the top 10 places to live in the United States.

To learn more about Ithaca College, visit us at http://ithaca.edu