Assistant to the Vice President for Innovation & Information Services

Hamilton College - New York; Illinois; On-site; USD 30,000 - 33,000; Full time

Job summary

Hamilton College in New York seeks an Assistant to the Vice President for Innovation and Information Services to provide high-level administrative support to the VP, the VP Office, and the LITS division.

You will manage calendars, travel, meetings, note-taking, agendas, and communications; provide event coordination, procurement, budgeting assistance in Workday, and onboarding/offboarding support. The role requires discretion and teamwork in a fast-paced environment.

Qualifications

• Associates degree plus five or more years of experience in an administrative support position.
• Experience supporting C-suite executives or senior leadership preferred.
• Excellent written and verbal communication skills; ability to handle confidential information.

Responsibilities

• Provide high-level administrative support to the Vice President and the LITS division.
• Maintain the VP's calendar and arrange meetings and travel.
• Assist with meetings, notes, agendas, and correspondence for the Office of the VP.
• Serve as receptionist for the VP Office and manage communications.
• Support budgeting, purchasing, and vendor processes in Workday as needed.
• Coordinate facilities, room calendars, and office inventory for LITS.

Skills

Exceptional written and oral com

Strong organizational skills

Attention to detail

Independence & teamwork

Initiative & adaptability

Discretion & confidentiality

Education

Associates degree

Tools

Workday

Job description

Job Description:Position SummaryThe Assistant to the Vice President for Innovation and Information Services delivers high-level administrative and customer support to the Vice President, the VP Office, and the LITS division. This role requires exceptional organization, collaboration, accuracy, and attention to detail.ResponsibilitiesProvide support for the Office of the Vice President - 65%Provide high level administrative support to the Vice President and the LITS division.Maintain the Vice President’s schedule, including maintenance of multiple calendars for the Vice President, scheduling meetings, and arranging meeting logistics for participants.Provide assistance to the LITS strategic leadership team, including scheduling, meetings, note-taking, and agendas.Provide reception service and serve as a point of contact for the Office of the Vice President, including greeting guests and managing communications for the Office of the VP via phone, mail, email, web, and in-person channels.Prepare, proof, and send correspondence, spreadsheets, presentations, or other documents for the Office of the VP that may include complex and/or confidential information.Arrange and schedule the Vice President’s travel. This includes proactively maintaining an annual travel schedule, securing appointments, air travel, conference registration, accommodations, preparing itineraries, and briefing materials.Provide office support for the LITS division - 35%Provide support and assistance for the division for key internal business processes (e.g. purchasing, calendaring, connecting to other internal campus services).Assist with the LITS budget, including monitoring, transactions, procurement, payments, and vendor contracts within Workday and/or other systems as needed.Assist with supporting facilities needs for the LITS, including maintaining reservable room calendars and working with Facilities Management to coordinate service requests as needed.Maintain up-to-date online communications tools for LITS, including content for the LITS website, divisional email lists, and shared digital workspaces as needed.Manage inventory for office and equipment supplies for LITS, including tracking supply levels, ordering, restocking supplies as directed throughout the library and/or other LITS support locations, and tracking related expenses.Maintain amenities (coffee, etc.) for the LITS staff lounge and other spaces as directed.Maintain, organize, file, secure, and purge LITS digital and physical records.Assist in coordinating LITS events and meetings as directed. This includes but is not limited to, scheduling, coordinating catering and correspondence with attendees.Support the recruitment and LITS employment lifecycle by coordinating interview schedules, managing candidate correspondence and travel, maintaining personnel records, and onboarding and offboarding procedures.Coordinate shipping, receiving, and mail distribution for LITS as directed.Perform other duties as assignedEducation & ExperienceAssociates degree plus five or more years of experience in an administrative support position.Experience (typically 3-5+ years) providing administrative support to C-suite executives, senior management, or multiple department heads preferred.Equivalent combination of education and experience will be considered.Knowledge, Skills, & AbilitiesExceptional written and oral communication skillsStrong organizational skills with the ability to handle multiple responsibilities and prioritize.Demonstrated ability to pay close attention to detail, ensure accuracy, and meet deadlines.Ability to work independently and as a member of a team.Ability to take initiative, anticipate needs, and navigate change in a fast-paced environment.Ability to exercise judgement, resourcefulness, diplomacy, discretion, and maintain confidentiality.Compensation Range:$22.00 - $24.00 per hourEEO Policy:Hamilton College is an equal opportunity employer and is committed to creating an accessible, supportive environment and an educational experience that recognizes a wide array of experiences, backgrounds and viewpoints as integral components of academic excellence. Candidates who can contribute to those goals are encouraged to apply and identify their strengths in these areas.Benefits:For Benefits Information, please navigate to the following link:Employment - Work at Hamilton - Hamilton College