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Provides essential office and administrative support for a high traffic student-facing department within student affairs.

Work Days: Monday - Friday

Shift Start/End Time: 8:30am - 5:00pm

Hours Per Week: 37

Weeks Per Year: 52

Pay Status and Classification: Non-exempt, Regular Full-time

Work Location: Is this position is not eligible for a hybrid work schedule

Supervisor: Head Class Dean

Position Purpose: Provides essential office and administrative support for a high traffic student-facing department within student affairs, ensuring the efficient operation of systems and processes to support Union students. Coordinates and executes various student programming events.

Essential Responsibilities and Duties:

+ Office Support and Customer Service: Provides office support for the four Class Deans and Director of International Student Services. Greets and directs office visitors to the appropriate party. Manages appointment requests and schedules as needed. Hires, trains and supervises student workers for the departments. Answers and directs incoming calls to the appropriate party when student workers are unavailable. Monitors general office inbox in a timely manner to sort and direct incoming emails.

+ Student Communications and Support: Collaborates with the staff in the Wicker Wellness Center, Title IX, and Class Deans to create and send timely notifications to the appropriate parties regarding absences, leaves, and other medical/Title IX-related concerns. Follows procedures in support of the withdrawal and return policy, including contacting students departing from or returning to the College. Supports the international check-in process as a Designated School Official (DSO), providing travel signatures for international students.

+ Administrative and Finance: Orders office and program supplies. Assists Class Deans with data collection and reports for the student leave process through Slate and Qualtrics. Develops a working knowledge of Workday to process payments, reconcile transactions, secure procurement bids, and complete other finance tasks. Supports search coordination and onboarding new employees as needed. Manages the office social media accounts, including developing a content calendar for the academic year and creating content.

+ Student Programming: Actively participates in weekly/bi-weekly department and planning meetings. Coordinates and supports program logistics (e.g. collaborates with campus stakeholders, secures transportation, gathers bids, reserves campus spaces using 25Live, enters catering orders in Catertrax. etc.) for Orientation, and other programming. Attends programming to ensure proper event setup and execution.

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 Designated School Official (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.

+ 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 hourly range for this position is $20-$22 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.

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

+ Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)

+ Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs

+ Employee Scholarships toward Certifications, Seminars, Training and Professional Development

+ Pre and Post Tax participation in a 403(b) Retirement Plan

+ Salary Continuation Program in the event of Disability

+ Tuition Assistance Program for Employee, Spouse and/or Dependents

Background Checks: In accordance with our background check policy (http://www.union.edu/human-resources/background-check-policy?\_ga=2.164769983.1635496244.1717465945-1000516401.1717465945) , 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 (https://www.e-verify.gov/) and your Right to Work (Derecho a Trabajar) (https://www.e-verify.gov/sites/default/files/everify/posters/IER\_RightToWorkPoster%20Eng\_Es.pdf) .

Union College

Officially chartered in 1795, Union College is the fifth-oldest liberal arts college in the country. Located in the Capital District of New York State, Union is a highly selective residential and undergraduate college, home to 2,200 students and 220 faculty, and offering 44 majors. Union was the first liberal arts college to rethink the traditional liberal arts education and adopt an engineering curriculum. That pioneering approach continues today with an education that encourages students to work beyond the limits of disciplinary boundaries, allowing them to think globally and lead innovatively in a world where problem-solving requires breadth across humanities, arts, social sciences, science, and engineering.

Accommodations

If you require an accommodation throughout the interview process, please don't hesitate to contact our Human Resources department at [email protected] or 518-388-6108. We are committed to ensuring that all candidates have equal access to opportunities and can participate in a fair and inclusive hiring process.

Diversity at Union College

Union College is an equal-opportunity employer and is strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social, and cultural opportunities to facilitate the integrated academic, social, and personal development of a diverse community. We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin, and veteran status. Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities who request such accommodations.

Non-Discrimination Policy

Union College will not discriminate in the recruitment or selection of faculty and employees, or in any other area of employment, on the basis of age, sex, race, national origin, religion, religious belief, disability, sexual orientation, gender identity or expression, and veteran status. In this regard, opportunities for advancement will be made available without bias. The College is also subject to state and federal laws and supports efforts to attract and retain fully qualified women and other minority group members for faculty and other positions. Union College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity and Affirmative Action.