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Provides organizational and clerical assistance to ensure the smooth operation of both the HPP and LIM programs, while also assisting the Dean of Studies with broader academic administrative responsibilities. This is a full-time, 37-hour-per-week position that typically allocates approximately 30 hours per week to supporting the Health Professions and LIM programs and approximately 7 hours per week to supporting the Dean of Studies.

Work Days: Monday-Friday

Shift Start/End Time: 8:30 am-4:54 pm with an hour lunch

Hours Per Week: 37

Weeks Per Year: 52

Pay Status and Classification: Non-exempt, Regular full-time.

Work Location: Schenectady, NY. The expectation for this role is that the selected candidate will be available to work onsite and in person. The college does allow for periodic hybrid work flexibility in accordance with the employee

handbook.

Supervisor: Dean of Studies

Position Purpose: Provides administrative, organizational, and clerical assistance to student support programs (Health Professions and Leadership in Medicine (LIM) Programs and Dean of Studies.

This is a full-time, 37-hour-per-week position that typically allocates approximately 30 hours per week to supporting the Health Professions and LIM programs and approximately 7 hours per week to supporting the Dean of Studies.

Essential Responsibilities and Duties:

Office Support:

+ Serves as the first point of contact for visitors; manages office communications, newsletters, and a shared inbox.

+ Assists during meetings with recording and organizing content.

+ Maintains and organizes records, files, and communication between program directors, students, key campus stakeholders, and external partners.

+ Maintains and updates program websites, manages document storage, and sharing systems between Union and outside partners.

+ Manages inventory and orders office supplies as needed.

+ Manage budgets across multiple cost centers, including processing payments, reimbursements, and reconciliations in Workday; prepare budget reports as needed.

Administrative and Program Support:

+ Coordinate logistics for events, committee meetings, workshops, and office-sponsored programs (room reservations, catering, technology support, etc.).

+ Develops and maintains spreadsheets to track student progress and outcomes and assists with preparation of assessment and acceptance reports. Maintains student files and application portfolios.

+ Manages time-sensitive submission of committee letters and professional school application materials, and maintains records of sent items and receipt acknowledgements.

+ Maintains student database and updates census quarterly; runs queries as needed.

+ Serves as a liaison with the Registrar’s Office on program and graduation requirements.

+ Assists with academic administrative processes (e.g. transfer credits, internship notations).

Additional items:

+ Exercises discretion with highly confidential information on a daily basis.

+ Hires, trains, supervises, and oversees payroll for work-study students.

Qualifications:

+ Associates Degree and 3-5 years of administrative support 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.

+ Strong communication skills and proficiency in software programs including Microsoft Word, Excel, Google Suite, Power Point, and Adobe Acrobat are required.

+ Experience and skills in reading and writing of programmatic documents as well as proficiency in student record keeping and financial management.

+ 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 foster and enhance a thriving, culturally diverse, and inclusive learning community, while promoting a sense of belonging among students, alumni, faculty, and staff colleagues.

+ Ability to support in calming and deescalating students, parents, or others in high stress situations.

+ Ability to anticipate and meet the expectations of program directors and program students (current, prospective and alumni).

+ The ability to introduce and drive innovation in ways small and large.

+ Ability to work independently under general supervision in a flexible work environment, take initiative on projects, and prioritize competing demands.

+ The ability 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 $19.00-$21.00 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.