Administrative Assistant - Student Affairs

Union College; City of Schenectady (NY); On-site; USD 28,000 - 29,000; Full time

Benefits offered by this job

Generous vacation, sick, personal time

Winter recess break

Healthcare: Medical, Dental, Vision

On-campus fitness facility access

403(b) retirement plan

Salary continuation program

Tuition exchange

Job summary

Union College in Schenectady, NY, is seeking an administrative professional to support a high-traffic student-facing department within student affairs. The role handles front-line inquiries, coordinates student programming, and supports financial and material aid initiatives for students in need. The position is full-time, on-site, with a schedule of Monday through Friday, 8:30 am to 4:54 pm, 37 hours weekly for 52 weeks.

The DSO designation requires U.S. citizenship or permanent residency.

Qualifications

• Associate degree plus 3–5 years admin experience preferred.
• U.S. citizen or permanent resident required for DSO role.
• Proficiency with Microsoft Office and Google Suite.
• Experience with CRM systems (Slate/Colleague) preferred.
• Ability to learn scheduling, catering, and survey software.

Responsibilities

• Provide front-line support for four Class Deans and the Coordinator of International Student Services.
• Oversee the full student-worker employment cycle including posting, hiring, payroll, onboarding and training.
• Coordinate with campus offices on absences, leaves, and related concerns including international check-ins.
• Process payments and reconcile transactions in Workday; manage data in Slate/Qualtrics.
• Plan and support student programming, manage logistics for events and programs.

Skills

Customer service

Office support

Interpersonal communication

Cross-cultural understanding

Deescalation

Education

Associate degree

Tools

Slate

Colleague

Qualtrics

25Live

Catertrax

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 escalate.
• 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 escalate 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

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. We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications.

We offer exceptional benefits including

• 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).