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Job Summary

Provide administrative and operational support and coordinate the business operations within the Office of Student Financial Services in support of the Director. Greet members of the campus community, prospective students and parents and provide information and respond to inquiries; prepare correspondence and confidential reports, assist with the assimilation of data and preparation of documents, maintain confidential records, files and documents, and approve and process a variety of College procedural and operational forms. Assist the Director with the preparation of the departmental budgets, prepare budget forecasts and analyses, and monitor and reconcile departmental budgets.

Initiate major purchases, order office supplies, and process purchase requisitions, bills and all other financial transactions. Monitor, approve, and reconcile travel budgets and review and process travel expenses. Schedule appointments and arrange meetings.

Supervision

This position reports to the Senior Assistant Director and provides assistance for other managers within the Division as needed.

Position Qualifications

Associates degree and a minimum of 2 years previous office experience or the equivalent combination of education and experience. Strong interpersonal and communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment; in-depth working knowledge of various word processing, spreadsheet and database software applications, excellent attention to detail and strong organizational skills; previous experience maintaining departmental budgets and expenditures, record keeping skills and the ability to prioritize projects, handle multiple tasks and meet deadlines required. Previous experience working with on-line student information system and financial information systems in a college or university is preferred.

Position Responsibilities

+ Provide administrative and secretarial support to the Director to include preparing and typing confidential correspondence, reports, proposals, records and other documents. Assist with the preparation and review of contracts. Maintain the Director's calendar and schedule meetings and appointments.

+ Provide excellent customer service to students, parents, members of the campus community and visitors to the offices of Student Financial Service. Receive and screen prospective students, parents and visitors; provide information, make referrals to appropriate staff members, and serve as a representative of the Director in the resolution of routine concerns. Develop and maintain effective working relationships within the department, campus community and with individuals having contact with the Office of Student Financial Services.

+ Develop and demonstrate a multicultural awareness and contribute to cultivating an inclusive, diverse and respectful College community. Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.

+ Conduct research projects for the Director and gather and provide analysis of data as requested. Compile information and prepare regular or special reports on departmental, committee or other activities. Manage office files and all related materials required for the efficient operation of the Office of Student Financial Services.

+ Answer telephone calls and assist in the regulation of the telephone system to ensure appropriate coverage. Provide training to system users, assist in the resolution of system malfunctions, and serve as liaison with DIIS for telephone schedule. Monitor and maintain the office voice mail account; respond or forward calls as appropriate.

+ Process incoming, outgoing, and returned mail and coordinate the assistance of other staff members as appropriate. Screen and organize the Director's mail and take appropriate action including researching and gathering information and composing responses for the Director's review and signature. Monitor the office email account responding to general inquiries and forwarding emails to other staff as appropriate.

+ In consultation with the Director manage the budget planning process for the Office of Student Financial Services; analyze department and project budgets and prepare forecasts and analyses; identify departmental budget needs and prepare and maintain various operational and capital budgets; assimilate budget data, generate reports, monitor and reconcile expenditures, process budget transfers, and maintain administrative and capital budget records. Serve as liaison to budget office.

+ Work with the director to secure and approve the purchase of items and services; process financial transactions to include journal entries, EZ Pay transactions and ProCard expenditures using the on-line financial information system. Review and process travel authorizations and expenses. Post expenses and manage monthly review of budget income and expenditures.

+ Assist with the recruitment and hiring of staff members and provide support to the director and search committees during the search process. Initiate meetings to review the College search and selection procedures; initiate the process for posting position vacancies and assist in the preparation and correspondence throughout the search process. Prepare paperwork and process information for new staff hires. Participate in hiring, training and supervision of student assistants as appropriate.

+ Maintain the office calendar and schedule appointments and meetings. Make travel reservations and arrange hotel accommodations. Set up special functions and make necessary arrangements for meals, refreshments and facility support.

+ Enter, verify and update student data and information within various databases. Maintain student files and records to include document tracking and logging and review of data for purging and/or removal to dead storage. Coordinate Student Financial Services records for archive. Send and retrieve information from off-site storage.

+ Design forms, documents and other correspondence. Provide assistance with various word processing and document merge projects and processes. Coordinate the preparation of various departmental mailings.

+ Order and maintain office supplies; order and renew departmental subscriptions and publications; coordinate maintenance of office equipment.

+ Attend staff meetings and record, transcribe, and distribute minutes; recommend to supervisor methods for improvement of workflow and other departmental service/operational enhancements. Prepare and maintain office policies and procedures manual and other documentation as needed.

+ Assist in ensuring confidentiality and security of office facilities and records.

Work Environment

Most of the work of the incumbent is carried out within a generally accessible, safe, indoor environment. The incumbent will be required to use a personal computer and associated equipment as well as other office equipment used in the day-to-day operations.

Application Instructions:

Interested applicants must apply online and attach a resume, cover letter, and list of three professional references. Questions about online applications should be directed to the Office of Human Resources at (607) 274-8000 or [email protected].

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

Visa sponsorship is not provided for this position.

Hiring Rate:

$22.58 per hour.

We pride ourselves on providing our benefit-eligible employees with comprehensive benefits, including:

• Healthcare including vision and dental

• Generous Paid Time Off Policies

• 403B Retirement Savings Plan with Matching Employer Contribution

• EAP

• Flexible Work Plans

• Educational Benefits

• Career-Enhancing Trainings

• For an overview of our benefit offerings, please visit https://www.ithaca.edu/human-resources/employee-benefits-wellness

In an effort to promote campus safety and the security of College resources, Ithaca College will, consistent with the requirements of the law and prudent practices, conduct criminal background investigations per College policy. This position is subject to a criminal background check. All offers of employment are contingent upon review of the criminal background check.

The position is considered to be essential during emergency situations and the incumbent is subject to being requested to report to work.

At Ithaca College, a comprehensive residential campus community of approximately 5,000 students, we strive to be at the forefront of the higher education landscape. We offer a distinct integrative learning experience that makes students ready for the personal, professional, and global challenges of our age.

We seek candidates who embrace integrative learning and want to be a part of this exciting time in Ithaca College history. We encourage creative collaboration and innovation in our faculty and staff, providing support and resources for them to grow in their fields and lead students to their own innovative ideas and achievements.

We welcome different ways of thinking and look for candidates with unique points of view and life experiences. We are inclusive of individuals with a wide range of cultural, personal, and professional backgrounds, talents, and skills. Our campus is a vibrant and rewarding community where diverse minds can learn, succeed, and excel.

When reviewing candidates, we are looking for indicators of a number of core competencies. Prospective candidates must be adaptable, collaborative, inclusive, respectful, responsive, results driven, and sustainable. They must communicate effectively, demonstrate leadership, exhibit professional integrity and ethics, take initiative, value personal and professional development, and show that they will engage in the college.

Nestled in the heart of New York State’s scenic Finger Lakes region, Ithaca College sits atop South Hill overlooking picturesque Cayuga Lake and is just minutes away from the city center. Combining small town warmth and charm with the vibrancy of a college community, the thriving and culturally diverse city of Ithaca has been rated by Kiplinger’s as one of the top 10 places to live in the United States.

To learn more about Ithaca College, visit us at http://ithaca.edu