Academic Department Coordinator - Music and Theater

Colgate University; New York; On-site; USD 45,000 - 65,000; Full time

Job summary

A leading university in New York is seeking an administrative coordinator to manage daily operations and support various departmental functions. The role involves handling visitor interactions, managing communication, and ensuring efficient administrative processes while fostering a collaborative environment. Preferred candidates will have a strong background in education administration, proficiency in essential software tools, and the ability to handle diverse responsibilities in a dynamic setting.

Qualifications

• Strong written and oral communication skills.
• Experience using Google Workspace and/or Microsoft Office applications.
• Capacity to work independently and prioritize tasks effectively.

Responsibilities

• Coordinate daily departmental operations and manage schedules.
• Maintain department records and prepare reports.
• Plan and execute department events and functions.

Skills

Communication

Project Management

Detail-oriented

Collaboration

Data Analysis

Education

Associate's degree

BA or BS degree preferred

Tools

Google Workspace

Microsoft Office

Concur

Canva

Adobe Photoshop

Emma

Job description

Accountabilities:

Responsibilities include coordination of the daily operations of the department. Specific accountabilities include: greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the department; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of department; coordinate with vendors and service providers; assist with onboarding new employees; and maintain adequate office supplies and other material required for the operation of the department, which may include researching services and pricing, processing quotes, creating PO's and requisitions and submitting for timely payment.

Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.

Responsible for departmental communication to include: website maintenance, newsletters, posters, invitations, etc.

Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.

Monitor departmental budgets and report on status, variances, and potential issues.

Responsible for building and/or room scheduling and service requests, as required.

Coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time entry.

May be responsible for the timely and efficient execution of special projects, additional activities, committees and other work unique to the department, division or function, as assigned.

Professional Experience/Qualifications:

• Strong written and oral communication skills
• Experience using Google Workspace (especially Google Docs, Google Sheets, and Google Calendar) and/or Microsoft Office applications (Word and Excel)
• Capacity to work independently
• Ability to prioritize short-term requests and deadlines, while also seeing long-term projects through to completion
• Willingness to learn new skills, and to take on new assignments and other duties as assigned
• Detail-oriented and willing to work collaboratively
• Ability to interact in a collegial manner with a culturally diverse group of faculty, staff, and students
• Discretion to manage confidential and sensitive information
• Availability to work occasional evening and weekend hours

Preferred Qualifications:

• Experience working in a higher education environment
• Experience using expense management software, such as Concur
• Experience using graphic design software, such as Canva and Adobe Photoshop
• Experience using email marketing platforms, such as Emma
• Experience with social media management and content creation
• BA or BS degree is preferred

Education:

Associate's degree, or a combination of education and experience from which comparable skills are obtained is required.

Physical Demands:

Ability to lift at least fifty pounds, and willingness to assist in concert and event set-up is required.

EEO Statement:

The University recognizes that equal employment opportunity can only be achieved through demonstrated leadership. It is the Policy of the University to recruit, employ, retain, promote, and train employees on the basis of merit, ability, and valid job qualifications without regard to any characteristics protected by applicable local, state or federal laws.