Administrative Assistant - Student Affairs

LM Wind Power / GE; City of Schenectady (NY); On-site; USD 38,000 - 40,000; Full time

Benefits offered by this job

Generous vacation, sick, and personal

Healthcare: Medical, Dental, Vision

On-campus fitness facility access

403(b) retirement plan

Tuition Exchange

Background checks and E-Verify

Job summary

Union College in Schenectady, NY seeks an experienced Administrative Specialist to support a high-traffic, student-facing department within Student Affairs. The role coordinates events and programs, including financial and material support for students in need, and ensures efficient systems operation.

Responsibilities span front-line office support, student worker management, collaboration with student services, and finance processing in Workday.

Qualifications

• Associate's degree and 3–5 years of administrative experience.
• Experience in higher education and liberal arts environment preferred.
• U.S. citizen or permanent resident to fulfill the role of DSO, per federal regulations.
• Advanced computer skills with Microsoft Office and Excel; Google Workspace.

Responsibilities

• Provide front-line support for the four Class Deans and the Coordinator of International Student Services, including greeting visitors, directing calls/emails, and managing appointments.
• Oversee the full student-worker employment cycle (posting, hiring, payroll), including onboarding/training on procedures, customer service, and confidentiality.
• Coordinate with Wicker Wellness Center, Civil Rights/Title IX, and Class Deans on notifications for student absences, leaves, and related concerns.
• Process payments, reconcile transactions in Workday, and manage data via Slate/Qualtrics; assist with onboarding new employees.
• Plan and support student programming logistics (space, transportation, catering, bids).
• Support the New2U Community Closet, Persistence Emergency Fund, food pantry, and kitchen supply lending pantry; staff programs.

Skills

Office administration

Customer service

Cross-cultural communication

Microsoft Excel

Google Workspace

CRM systems (Slate, Colleague)

Scheduling software (25Live, Catertrax

Qualtrics

Data confidentiality

Education

Associate's degree

Tools

Slate

Colleague

25Live

Catertrax

Qualtrics

Workday

Job description

Provides essential office and administrative support for a high traffic student-facing department within student affairs, ensuring the efficient operation of systems and processes for a positive student experience. Coordinates and executes various student programming events, including initiatives that provide financial and material support to students in need.

Work Days: Monday-Friday Shift Start/End Time: 8:30 am-4:54 pm Hours Per Week: 37 Weeks Per Year: 52 Pay Status and Classification: Non-exempt, Regular full-time. This position is not eligible for relocation assistance or visa sponsorship. Work Location: This position is an onsite role and is not eligible for a hybrid work schedule. Supervisor: Head Class Dean

Essential Responsibilities and Duties

Office Support & Customer Service

• Provide front-line support for the four Class Deans and the Coordinator of International Student Services, including greeting visitors, directing calls/emails, and managing appointments.
• Serve as a calm, professional contact for students, families, faculty, and staff, using sound judgment to de-escalate situations and determine when to handle matters directly versus elevate.

Student Employee Management

• Oversee the full student-worker employment cycle (posting, hiring, payroll), including onboarding/training on procedures, customer service, and confidentiality.
• Build schedules, supervise performance, and serve as the primary point of contact for day-to-day questions, escalating complex issues as needed.

Student Support Collaboration

• Coordinate with Wicker Wellness Center, Civil Rights/Title IX, and Class Deans on notifications for student absences, leaves, and related concerns.
• Support withdrawal/return procedures and serve as a Designated School Official (DSO) for international student check-ins and travel signatures.
• Provide project support for Student Affairs.

Administrative & Finance

• Order supplies; support Class Deans with managing data via Slate/Qualtrics; process payments and reconcile transactions in Workday; assist with onboarding new employees; manage office social media content.

Student Programming & Support Initiatives

• Participate in regular planning meetings; coordinate program logistics (space, transportation, catering, bids).
• Help manage the New2U Community Closet, Persistence Emergency Fund, food pantry, and kitchen supply lending pantry, including operations, inventory, and staffing these programs with trained, discreet student employees.

Qualifications

Associate's degree and three to five years of administrative experience, or a combination of relevant education, training, certifications, and/or work experience. Experience working in a higher education and a small liberal arts environment is preferred. The applicant must be a U.S. citizen or permanent resident to fulfill the role of DSO, in compliance with federal regulations. Extensive computer skills such as working knowledge of Microsoft Office, especially Excel, Google Suite (Gmail, Google Calendar, Google Docs, etc.) with a demonstrated ability to learn new systems quickly. Experience with customer relations management (CRM) systems (e.g. Slate, Colleague) preferred. Experience using or ability to learn scheduling, catering, and survey software i.e. 25Live, Catertrax, Qualtrics. Exceptional interpersonal and communication skills informed by a deep cross-cultural understanding. Ability to work onsite in an office environment including the ability to stand and sit for extended periods. Ability to exercise exceptional judgment, ensure strict confidentiality of sensitive and protected student information, and demonstrate outstanding professionalism in a range of situations. Ability to support in calming and deescalating students, parents, or others in high stress situations. Ability to think critically, adjust accordingly and elevate when appropriate. Ability to work independently under general supervision in a flexible work environment, take initiative on projects, and prioritize competing demands. The ability to foster and enhance a thriving, culturally diverse, and inclusive learning community, while promoting a sense of belonging among students, faculty, and staff colleagues. Able to proactively identify and pursue relevant learning and professional development opportunities and apply new knowledge, insights, and skills to enhance results.

Compensation

The rate for this position is $20.00-21.00 per hour. Except for roles with a set rate of pay, the wage/salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The stated hiring rate/range represents the College’s good faith and reasonable estimate of the rate/range of possible compensation at the time of posting.

Location

Location: Schenectady, NY

We know some job seekers may not apply for career opportunities unless they meet every qualification in the position description including the preferred qualifications. We are most interested in hiring the best staff and faculty colleagues, and recognize that a successful candidate may come from a less traditional career path.

Exceptional Benefits

• Generous Vacation, Sick, and Personal Time Winter Recess Break in Addition to Paid Holidays (in accordance with policy)
• Healthcare: Medical (PPO & HDHP), Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
• Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
• Pre and Post Tax participation in a 403(b) Retirement Plan
• Salary Continuation Program in the event of Disability
• Tuition Exchange
• Background Checks: In accordance with our background check policy, finalists for hire will undergo a background check that includes education, employment, and criminal convictions.
• E-Verify Participation: Union College participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States.
• Learn more about E-Verify and your Right to Work (Derecho a Trabajar).

Union College Officially chartered in 1795, Union is the fifth-oldest liberal arts college in the country. Located in the Capital District of New York State, Union is a highly selective residential and undergraduate college, home to 2,200 students and 220 faculty, and offering 44 majors. Union was the first liberal arts college to rethink the traditional liberal arts education and adopt an engineering curriculum. That pioneering approach continues today with an education that encourages students to work beyond the limits of disciplinary boundaries, allowing them to think globally and lead innovatively in a world where problem-solving requires breadth across humanities, arts, social sciences, science, and engineering.

Accommodations

If you require an accommodation throughout the interview process, please don't hesitate to contact our Human Resources department at [e-mail] or 518-388-6108. We are committed to ensuring that all candidates have equal access to opportunities and can participate in a fair and inclusive hiring process.

Diversity at Union College

Union College is an equal-opportunity employer and is strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social, and cultural opportunities to facilitate the integrated academic, social, and personal development of a diverse community. We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin, and veteran status. Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities who request such accommodations.

Non-Discrimination Policy

Union College will not discriminate in the recruitment or selection of faculty and employees, or in any other area of employment, on the basis of age, sex, race, national origin, religion, religious belief, disability, sexual orientation, gender identity or expression, and veteran status. In this regard, opportunities for advancement will be made available without bias. Union College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity.