Administrative Department Coordinator, Residential Life

Colgate University; New York; On-site; USD 45,000 - 60,000; Full time

Job summary

Colgate University is seeking an Administrative Departmental Coordinator to provide comprehensive support for the Office of Residential Life. This position plays a vital role in enhancing the student experience and involves a range of administrative tasks, including managing operations, overseeing communication, and leading student staff. The ideal candidate will have strong administrative skills, a detail-oriented approach, and the ability to work effectively in a dynamic environment.

Qualifications

• Minimum of one year of administrative experience with progressive responsibilities required.
• Excellent verbal and written communication skills.
• Strong customer service experience and ability to greet staff and students.

Responsibilities

• Coordinate and manage daily operations of the Office of Residential Life.
• Manage calendars and ensure efficient execution of administrative procedures.
• Hire, train, and supervise student office staff.

Skills

Detail-oriented

Strong communication

Problem-solving

Customer service

Education

Associate's degree

Bachelor's degree

Tools

Microsoft Office Suite

Google Docs

Job description

Accountabilities:

The Administrative Departmental Coordinator ( ADC ) is an integral member of the Office of Residential Life within the Dean of the College Division at Colgate. This position provides comprehensive administrative support for the Office of Residential Life, the Residential Commons and the AVP of Residential Planning and Programs. The ADC has the opportunity to contribute meaningfully to the student experience, to engage regularly with students, and to work in partnership with a talented group of professional and student staff. This position reports to the Director of Residential Life. Responsibilities include coordination and management of the daily operations of the office, in addition to needs specific to several operations and programs within the department.

Responsibilities include:

• Greet visitors and ensure reception area creates a welcoming environment;
• Ensure efficient execution of administrative procedures and processes central to the functioning of the Office of Residential Life;
• Respond in a timely manner to requests for information and refer to other resources as appropriate;
• Ensure the Residential Life email account and voicemail account are managed efficiently and communications are responded to in a timely manner;
• Respond to student, family, and supporter needs in a service-oriented and helpful manner;
• Manage calendars as requested by supervisor; travel itineraries for staff; contacts and correspondence for department;
• Manage receipt of, distribution, and tracking of residential keys;
• Coordinate with vendors and service providers;
• Assist with onboarding new employees;
• 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;
• Monitor departmental budgets and report status, variances, and potential issues to appropriate budget manager;
• Execute building and/or room scheduling and service requests, as required;
• Hire, train, and supervise student office staff;
• Coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time entry.
• Participate in department, Division, and University meetings and committees;
• 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:

• A minimum of one year of administrative experience with progressive responsibilities is required.
• A detail-oriented approach is required.
• Must be able to schedule and coordinate meetings and other events.
• Must be able to work well in a high foot traffic area.
• Flexibility and the ability to manage multiple tasks and priorities is crucial.
• Must have solid judgement and be capable of strong communication and problem-solving.
• Solid skills and experience with Microsoft Office Suite as well as the ability to cull and consolidate data for reports. Demonstrated Google docs experience.
• Excellent verbal and written communication skills and a high regard for detail are required.
• Strong customer service experience and the ability to professionally greet staff, visitors and students, serve as a resource and coordinate requests with multiple stakeholders.
• Must be capable of working collegially with diverse groups of faculty, staff, students and community members.

Preferred Qualifications:

Three or more years of administrative experience is preferred.

Education:

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

A Bachelor's degree is preferred.

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.