Administrative Department Coordinator, Campus Safety

Colgate University; Village of Hamilton (NY); On-site; USD 28,000 - 31,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Retirement contributions

Paid time off

Paid family leave

Health & wellness

Continuing education and professional

Free parking

Gym discounts

Bookstore savings

Athletic tickets

Access to cultural and recreational

Job summary

Colgate University in Hamilton, NY is seeking an Administrative Department Coordinator for Campus Safety to support daily operations, greet visitors, manage records, and coordinate calendars and travel. This on-site role requires strong organizational skills and experience in a busy, high-traffic environment.

Responsibilities include data reporting, budget monitoring, event planning, onboarding, and cross-team collaboration with faculty, students, and staff.

Qualifications

• 1–3 years of administrative experience with progressive responsibilities.
• Proficiency with MS Office and Google Suite; ability to utilize data systems (ERP/Banner, BI/Tableau) and quickly learn Safety/Security/Life Safety software and programs.
• Strong verbal and written communication skills with the ability to work collegially with diverse groups of faculty, staff, students, and community members.
• Customer service experience with a demonstrated ability to greet visitors, resolve inquiries, and handle high-traffic environments.
• Strong analytical skills, sound judgment, and a proactive approach to solving problems and making timely decisions.
• Detail-oriented with the ability to manage multiple tasks, priorities, and travel logistics in a dynamic setting.
• Must be able to work well in a high foot traffic area.
• Ability to cull and consolidate data for reports.
• Experience with timely and efficient execution of special projects.

Responsibilities

• Coordinate the daily administrative operations of the department, greet visitors to maintain a welcoming environment in a high-foot-traffic reception area, and respond to information inquiries.
• Maintain accurate departmental records, research information, analyze data, prepare/format reports and presentations, manage office supplies, and process vendor quotes, purchase orders, and requisitions.
• Coordinate calendars, itineraries, contacts, and staff correspondence; manage travel arrangements across multiple destinations, and coordinate building, room, and service requests.
• Execute departmental communications, including website updates, newsletters, social media account(s), posters, and event invitations.
• Track and monitor departmental budgets, reporting on variances, expenditures, and potential issues.
• Coordinate all aspects of departmental events, including logistics, vendor negotiations, attendee RSVP lists, and special participant requests.
• Assist with the coordination of work and schedules of student or casual wage employees, including reviewing and processing web time entries.
• Support university goals for diversity, inclusion, and sustainability by promoting equitable practices and eco-friendly office behaviors.
• Assist in the search and onboarding process of new departmental employees.
• Execute special projects, additional activities, and committee work unique to the department or division as assigned.

Skills

MS Office

Google Suite

ERP/Banner

BI

Tableau

Data analysis

Communication

Customer service

Problem solving

Time management

Education

Associate degree

Tools

ERP/Banner

Safety Software

Job description

Position Information

Job Category: Support Staff

Position Title: Administrative Department Coordinator, Campus Safety

Work Arrangement type: On-Site (Hamilton, NY) - expected to work fully at the designated campus/office location.

Full Time/Part Time: Full Time

Division: Dean of the College

Department: Campus Safety

Hiring Wage/Salary Range: $20.50 - $22.50 / hour

Requisition Number: 2026S067Posting

Temporary: No

Work Schedule: Monday through Friday from 8:30 a.m. to 5:00 p.m. Limited weekends/after hours to support major campus events (Commencement, New Student Arrival, Reunion, and Family weekends).

Job Open Date: 09/29/2026

Open Until Filled: Yes

Professional Experience/ Qualifications

• Professional Experience: 1 to 3 years of administrative experience with progressive responsibilities.
• Technical & Software Proficiency: Demonstrated skill with MS Office and Google Suite; ability to utilize data systems (ERP/Banner, Business Intelligence/Tableau) and quickly learn Safety/Security/Life Safety software and programs.
• Communication & Collaboration: Strong verbal and written communication skills with the ability to work collegially with diverse groups of faculty, staff, students, and community members.
• Customer Service & Reception: Customer service experience with a demonstrated ability to professionally greet visitors, resolve inquiries, and handle high-traffic environments.
• Problem Solving & Judgment: Strong analytical skills, solid judgment, and a proactive approach to solving problems and making timely decisions aligned with organizational goals.
• Task Prioritization & Flexibility: Detail-oriented approach with the ability to manage multiple tasks, priorities, and travel logistics in a dynamic setting.
• High-Traffic Work Environment: Must be able to work well in a high foot traffic area.
• Data Reporting & Consolidation: Ability to cull and consolidate data for reports.
• Project Execution: Experience with timely and efficient execution of special projects.

Preferred Qualifications

• Three or more years of administrative experience is preferred.
• Familiarity with Safety/Security/Life Safety Software, hardware, systems, and programs.

Education

• A minimum of an Associate's degree is required, or a combination of education and experience from which comparable skills are attained.

Certifications

A current valid driver's license, in accordance with the University's Driver Safety and Motor Vehicle Use Policy is required.

Offer Determination

When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.

Physical Requirements

Administrative work involves frequent sitting for extended periods of time. Limited outside work may involve some exposure to hazards or physical risks, which require following basic safety precautions. Work requires moderate physical activity: handling of average-weight objects; stooping and bending; moving, lifting, and carrying; and standing or walking for extended periods of time.

Other Information

This position has been designated as a Campus Security Authority (CSA), in accordance with the federal statutory requirements of the Jeanne Clery Act. CSAs are required to and responsible for reporting allegations of crimes they receive from students and employees to the Campus Safety Department.

Work visa sponsorship is not available for this position.

Benefits

• medical
• dental
• vision
• retirement contributions
• paid time off
• paid family leave
• health & wellness
• continuing education and professional development
• free parking
• gym discounts
• bookstore savings
• athletic tickets
• access to cultural and recreational facilities

Department Statement

The Colgate University Campus Safety team endeavors to identify and resolve safety and security barriers while educating the campus community in the delivery and application of safety services and practices that create a thriving campus environment for all to live, work, learn, teach, and develop. Consistent with the educational goals and values of Colgate University, we are committed to building community partnerships that foster mutual trust and respect, and to delivering services in a fair, impartial, collaborative, and compassionate manner, with awareness of the diverse experiences of Colgate's students, faculty, staff, and guests.

Accountabilities

• Daily Administrative Operations: Coordinate the daily administrative operations of the department, greet visitors to maintain a welcoming environment in a high-foot-traffic reception area, and respond to information inquiries.
• Office & Document Management: Maintain accurate departmental records, research information, analyze data, prepare/format reports and presentations, manage office supplies, and process vendor quotes, purchase orders, and requisitions.
• Calendar, Travel, & Scheduling: Coordinate calendars, itineraries, contacts, and staff correspondence; manage travel arrangements across multiple destinations, and coordinate building, room, and service requests.
• Communications, Social Media, and Website Maintenance: Execute departmental communications, including website updates, newsletters, social media account(s), posters, and event invitations.
• Financial Monitoring: Track and monitor departmental budgets, reporting on variances, expenditures, and potential issues.
• Event Planning & Execution: Coordinate all aspects of departmental events, including logistics, vendor negotiations, attendee RSVP lists, and special participant requests.
• Student Staff Support: Assist with the coordination of work and schedules of student or casual wage employees, including reviewing and processing web time entries.
• Strategic Support & Diversity Initiatives: Support university goals for diversity, inclusion, and sustainability by promoting equitable practices and eco-friendly office behaviors.
• New Hire and Employee Onboarding: Assist in the search and onboarding process of new departmental employees.
• Special Projects & Committees: Execute special projects, additional activities, and committee work unique to the department or division as assigned.
• Technical Data Systems: Demonstrated ability to enter, manipulate, query, and export all data sets used in day-to-day situations, as well as use core functionality of all relevant systems.
• Administrative Procedures & Documentation: Demonstrated mastery of Colgate administrative policies/procedures, ability to train others or create desktop guides, and pull together sensitive data into an organized, cohesive product.
• Customer Service Methods: Demonstrated ability to listen, respond effectively, and follow up appropriately on inquiries, using specialized knowledge to assist others in resolving problems and identifying opportunities to improve service methods.
• Effective Communication: Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback. Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.
• Problem Solving & Decision Making: Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.
• Change Management: Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.
• Leadership & Teamwork: Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; builds productive relationships to enhance individual and organizational effectiveness; and treats others with respect.

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 skills and experience, capacity to do the job, and valid job qualifications without regard to any characteristics protected by applicable local, state or federal laws.

Clery Act

CAMPUS CRIME REPORTING AND STATISTICS

The Department of Campus Safety will provide upon request a copy of Colgate's Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance. Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at [e-mail].