Administrative Assistant - Student Affairs

Union College (NY); City of Schenectady (NY); On-site; USD 38,000 - 40,000; Full time

Benefits offered by this job

Generous Vacation, Sick, and Personal

Winter Recess Break

Health Care: Medical, Dental, Vision

On-Campus Fitness Facilities

403(b) Retirement Plan

Salary Continuation in Disability

Tuition Exchange

Job summary

Union College in Schenectady, NY, is seeking an on-site Administrative Specialist to provide essential office support for a busy student-facing department within Student Affairs. Responsibilities include front-line client service for Class Deans, managing the student-worker lifecycle, and coordinating with units like the Wellness Center and Title IX.

The role requires an Associate’s degree with 3–5 years of administrative experience, strong MS Office and Google Suite skills, and experience with

Qualifications

• Associate’s degree and 3–5 years of administrative experience.
• U.S. citizen or permanent resident to fulfill the DSO role.
• Strong computer skills: Microsoft Office (Excel), Google Suite; familiarity with CRM systems (Slate, Colleague).
• Experience with scheduling, catering, and survey software (e.g. 25Live, Catertrax, Qualtrics).
• Excellent interpersonal skills, confidentiality, professionalism, and calm handling of high-stress situations.

Responsibilities

• Provide front-line support for the four Class Deans and the Coordinator of International Student Services.
• Oversee student-worker employment cycle including onboarding, training, payroll, and scheduling.
• Coordinate with campus offices on absences, leaves, and international student check-ins; assist with Student Affairs projects.
• Manage data and payments in Workday; assist with onboarding new employees; oversee office social media content.
• Support program logistics for student programming and campus initiatives and operate the New2U Community Closet and related funds.

Skills

Microsoft Office

Excel

Google Suite

CRM systems

Scheduling software

Interpersonal skills

Professionalism

Education

Associate’s degree

Tools

Slate

Colleague

Qualtrics

25Live

Catertrax

Job description

Provides essential office and administrative support for a hightraffic student-facing department within student affairs, ensuringthe efficient operation of systems and processes for a positivestudent experience. Coordinates and executes various studentprogramming events, including initiatives that provide financialand 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, Regularfull-time. This position is not eligible for relocation assistanceor visa sponsorship.

Work Location

This position is an onsite role and is noteligible for a hybrid work schedule.

Supervisor

Head Class Dean

Essential Responsibilities and Duties

• Office Support & Customer Service: Providefront-line support for the four Class Deans and the Coordinator ofInternational 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 whento handle matters directly versus elevate.
• Student Employee Management: Oversee the fullstudent-worker employment cycle (posting, hiring, payroll),including onboarding/training on procedures, customer service, andconfidentiality. Build schedules, supervise performance, and serveas the primary point of contact for day-to-day questions,escalating complex issues as needed.
• Student Support Collaboration: Coordinate with WickerWellness Center, Civil Rights/Title IX, and Class Deans onnotifications for student absences, leaves, and related concerns. Support withdrawal/return procedures and serve as a DesignatedSchool Official (DSO) for international student check-ins andtravel signatures. Provide project support for StudentAffairs.
• Administrative & Finance: Order supplies; supportClass Deans with managing data via Slate/Qualtrics; processpayments and reconcile transactions in Workday; assist withonboarding new employees; manage office social media content.
• Student Programming & Support Initiatives:Participate in regular planning meetings; coordinate programlogistics (space, transportation, catering, bids). Help manage theNew2U Community Closet, Persistence Emergency Fund, food pantry,and kitchen supply lending pantry, including operations, inventory,and staffing these programs with trained, discreet studentemployees.

Qualifications

• Associate’s degree and three to five years of administrativeexperience, or a combination of relevant education, training,certifications, and/or work experience. Experience working in ahigher education and a small liberal arts environment ispreferred.
• The applicant must be a U.S. citizen or permanent resident tofulfill the role of DSO, in compliance with federalregulations.
• Extensive computer skills such as working knowledge ofMicrosoft Office, especially Excel, Google Suite (Gmail, GoogleCalendar, Google Docs, etc.) with a demonstrated ability to learnnew systems quickly. Experience with customer relations management(CRM) systems (e.g. Slate, Colleague) preferred.
• Experience using or ability to learn scheduling, catering, andsurvey software i.e. 25Live, Catertrax, Qualtrics.
• Exceptional interpersonal and communication skills informed bya deep cross-cultural understanding.
• Ability to work onsite in an office environment including theability to stand and sit for extended periods.
• Ability to exercise exceptional judgment, ensure strictconfidentiality of sensitive and protected student information, anddemonstrate outstanding professionalism in a range ofsituations.
• Ability to support in calming and deescalating students,parents, or others in high stress situations.
• Ability to think critically, adjust accordingly and elevatewhen appropriate.
• Ability to work independently under general supervision in aflexible work environment, take initiative on projects, andprioritize competing demands.
• The ability to foster and enhance a thriving, culturallydiverse, and inclusive learning community, while promoting a senseof belonging among students, faculty, and staff colleagues.
• Able to proactively identify and pursue relevant learning andprofessional 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. Exceptfor roles with a set rate of pay, the wage/salary of the finalistselected 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. Thestated hiring rate/range represents the College’s good faith andreasonable estimate of the rate/range of possible compensation atthe time of posting.

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 asuccessful candidate may come from a less traditional career path.

Benefits

• Generous Vacation, Sick, and Personal Time
• Winter Recess Break in Addition to Paid Holidays (in accordancewith policy)
• Healthcare: Medical (PPO & HDHP), Dental, and VisionInsurance (Flexible Spending and Dependent Care Accounts)
• Free On-Campus Fitness Facility Access and Discounts forOn-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 criminalconvictions.

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).