Address
Form of workPosting Details
Position Information
Job Title
Project Manager/Senior Administrative Assistant
Posting Number
S00457
Position Type
Full Time
Hours/Schedule
Standard campus business hours: 8:00am -5:00pm Hours may vary based on operational needs.
Campus
Main Campus, Utica NY
Date Position Available
12/01/2023
Posted Salary
$58,500-$60,000
FLSA Status
Exempt
Benefits Eligible
Yes
If yes, please select:
All Benefits
Position Summary Information
Position Summary
The Project Manager/Senior Administrative Assistant functions as Sr. Administrative Assistant to the Vice President for Diversity, Equity, Inclusion, and Belonging/Chief Diversity Officer. The incumbent provides a wide range of administrative support to the Division for Diversity, Equity, Inclusion, and Student Transitions. This role requires thorough knowledge of departmental and university-wide operations and policies, the exercise of independent judgment in the absence of established procedures, and discretion in the dissemination and handling of highly confidential information. Additionally, serves as the main point of contact for internal and external customers of each department.
Location
Utica, NY
Application Deadline
*Full consideration by*:
Open Until Filled
Yes
Major Responsibilities
General Office Responsibilities: For the Division for Diversity, Equity, Inclusion, Belonging and Student Transitions
• Performs office administrative duties including general correspondence, calendar management for the office, faxing/copying as needed, filing, ordering office supplies, scheduling meetings, handling office mail, taking minutes at meetings upon request.
• Serve as the first point of contact for the Division for Diversity, Equity, Inclusion and Belonging and Student Transitions, and directly for Vice President for Diversity, Equity, Inclusion and Belonging/Chief Diversity Officer in communications with all internal and external constituents. Respond to general in-person or email inquiries through diversity@utica.edu, in addition to inquiries to personal Utica email accounts).
• Manage office's Zoom account for meeting and program scheduling. Work collaboratively with the IITS department for large events.
• Processes payment/requisitions as directed by the Vice President for Diversity, Equity, Inclusion and Belonging/Chief Diversity Officer for the entire DEIB Division, including Womyn Resources, and the Intra-cultural Center.
• Proofreads correspondence and other documents as needed and as directed by the Vice President for Diversity, Equity, Inclusion, and Belonging/Chief Diversity Officer.
• Creates or edits useful tools and forms as directed by the Vice President for Diversity, Equity, Inclusion, and Belonging/Chief Diversity Officer.
• Creates and manages various shared drives for the division. Build database files for internal and external partnerships (Chamber of commerce, Workforce Investment Board (WIB), Industrial Park, Community Foundation, and Rotary)
• Develops and maintains detailed procedures respective to the position.
• Contributes to the success of the Division for Diversity, Equity, Inclusion, Belonging, and Student Transition by providing information about programs, events, policies, procedures, etc.
• Participate in training efforts, as necessary and appropriate.
• Participate and engage in Diversity, Equity, Inclusion, and Belonging (DEIB) initiatives and programs, including but not limited to serving on DEIB committees, serving as a diversity advocate or community liaison for a job search, advising a club, facilitating DEIB-related training, and engagement in institutional cultural and celebratory events and programming.
• Works with supervisor to develop specific goals that support Utica University's strategic and DEIB operational plans. This is done at least annually through the annual performance evaluation process; however, review of goals will occur throughout the year.
• Responsible for working with supervisor and other team members to achieve successful results on all established individual and departmental goals and key performance indicators. Measures impact of Utica University Community DEIB programs and events developed and or supported by the office for Diversity, Equity, Inclusion, Belonging, and Student Transitions using quantitative/qualitative methodology and instrumentation tactics.
• Works in conjunction w/ and serve as liaison for the Strategic Advisory Committee for Diversity, Equity, Inclusion, and Belonging (SACDEI) DEIB- Collaborative, Deans, department heads, affinity groups, clubs and organizations, both on and off campus to provide strategic and operational leadership on development and implementation of DEI related programing for the Utica University Community.
• Maintain an updated list of group and members, assist with maintaining shared drive, handling communications, schedule meetings, and take monthly meeting minutes. Attend monthly meetings with the Vice President of the Division for Diversity, Equity, Inclusion, and Belonging/Chief Diversity Officer and School Deans, VPs/Provost, as needed. Create agendas, take meeting minutes, maintain and update shared drive, and handle various other communications pertinent to the group.
• Provide weekly documented summary of Vice President's projects, meetings, cabinet and Board reports, and activities, as needed.
Responsibilities for Student Transitions/Center for Career Readiness
Communications
• Creates on-brand and engaging graphics and marketing pieces for all online, print, and digital needs.
• Support Division in updating website and other informational platforms featuring information about The Center.
• Helps to maintain the bulletin board and creates marketing for The Center's digital signage.
• Designs electronic newsletters featuring events, programs, job and internship opportunities, etc.
• Assist with updating print resources such as career readiness guides, the student employee manual, etc.
Event Coordination
• Works with CCR staff to coordinate small and large-scale events and programs, both on-ground and online, by managing associated marketing, correspondence, registration and collection/depositing of monetary fees, database creation, room arrangement and technology set up, and event coverage scheduling.
• Works closely with staff to coordinate on-ground and online recruiting activities, including interviews, networking events, and information sessions.
• Attends event management meetings and utilizes appropriate ordering/reservation software.
• Provides on-site support before, during, and after events.
Career Management and Database Software
• Collaborate with CCR staff to manage Handshake, including student, employer, and administrator-facing functions.
• Carefully source prospective employers requesting a connection and reviews postings and events for the approval process.
• Monitors the appointment functions in Handshake, ensuring students are paired with the appropriate staff member, initiating communication with students as needed.
• Work with CCR team to coordinate and maintain databases used to record office metrics and outcome information.
Supervises:
• Trains and supervises student employees (FWS, GA, Seasonal), as necessary.
• Creates daily student worker schedules each semester, ensuring office coverage and utilization of available work-study and university payroll hours; checks and approves timesheets for accuracy.
• Offers opportunities for professional development by assigning tasks emphasizing the NACE professional readiness competencies.
• Completes student worker evaluations.
Other duties:
• Assists with special projects such as open enrollment, coordination of recruitment fair activity, wellness initiatives, new hire orientation, DEIB Campus Engagement Meetings, DEIB programming, DEIB data collection and reporting, and more.
• If workload allows for it, coverage in other University offices is expected.
Driving Responsibilities
Travel
Supervises
Student Employees (FWS, GA, Seasonal)
Education & Experience Qualifications
• Bachelor's degree required, master's degree preferred in Business, Psychology, Human Resources.
• Technical knowledge and experience in operations management, human resources, Diversity Equity and Inclusion and Career Readiness functionality is desirable especially recruitment.
• Working knowledge of the Banner System and applicant tracking systems strongly preferred.
Minimum Skills/Abilities
• Ability to communicate effectively both verbally and in writing.
• Ability to organize information and prioritize tasks and deal appropriately with confidential and sensitive information.
• Excellent customer service skills required.
• A strong commitment to diversity, equity, and inclusion, and works continually to enhance diversity of our students, faculty, and staff.
• Ability to work well in a "team-centered", fast-paced, heavy workload environment.
• Competency in Zoom, Google Platforms, Microsoft products including Word, PPT, Excel required.
• Strong basic math skills necessary.
• Strong analytical and research skills are a must.
• Must be able to work flexible hours as appropriate.
Applicant Documents Instructions
All positions at Utica University support the University's mission and values in part by being active members of an inclusive environment. Please describe in your diversity statement how you would see yourself incorporating this into this role.
In line with the University's Affirmative Action Policy, there is no requirement or expectation that a candidate disclose their identity or membership in any protected class or group, either in the diversity statement or in other application documents submitted to the search committee. For additional information on what to provide in your diversity statement please reference the diversity statement guide at the following link: https://www.utica.edu/hr/media/Diversity_Statement_Guide.pdf
Additional information
Visa sponsorship is not available for this position
EEO/AA Statement
Utica University is committed to affirmative action, equal opportunity and the
diversity of its workforce. All qualified applicants will receive
consideration for employment without regard to race, creed, color, sex,
pregnancy, ethnic or national origin, religion, marital status, age, sexual
orientation, gender identity, gender expression, veteran status,
disability, citizenship status, genetic predisposition, domestic violence
victim status, or protected status under applicable local, state, or
federal law.
Commitment to a Diverse and Inclusive Campus Community
Our community of students, faculty and staff reflect a diversity of experiences, opinions, and cultural backgrounds shaped by biology, society, history, and choice. Our community includes members who are diverse by virtue of their race, ethnicity, gender, sexual orientation, ability, religious and/or spiritual affiliations, and socio-economic status, as well as the number of other ways in which who we are influences how we see the world. Furthermore, we value and celebrate diversity, and this results in a commitment to multiculturalism. We believe that within the community of human persons, all cultures, perspectives, and beliefs about faith, ideals, taste and lifestyles are of equal value. Our diversity deepens our commitment to nurture a multicultural environment in which we engage with others and blend perspectives, to learn about diverse cultures, to explore who we are and where we come from and to accept one another without prejudice. The Utica University Mission and Values Statement includes a commitment to fostering diversity in perspective, background, and experience within an environment that is dedicated to the freedom of expression and the open sharing of ideas.
Commitment to Supporting and Hiring Veterans
Utica University is a comprehensive, independent, private institution founded in 1946 to offer options for higher education study to veterans returning from the Second World War. More than seventy years since veterans returned from WWII, this tradition of serving veterans is still held in high regard here at Utica University, and we are proud to welcome veterans as students and as valued members of our faculty and professional staff.
Position Information
Job Title
Project Manager/Senior Administrative Assistant
Posting Number
S00457
Position Type
Full Time
Hours/Schedule
Standard campus business hours: 8:00am -5:00pm Hours may vary based on operational needs.
Campus
Main Campus, Utica NY
Date Position Available
12/01/2023
Posted Salary
$58,500-$60,000
FLSA Status
Exempt
Benefits Eligible
Yes
If yes, please select:
All Benefits
Position Summary Information
Position Summary
The Project Manager/Senior Administrative Assistant functions as Sr. Administrative Assistant to the Vice President for Diversity, Equity, Inclusion, and Belonging/Chief Diversity Officer. The incumbent provides a wide range of administrative support to the Division for Diversity, Equity, Inclusion, and Student Transitions. This role requires thorough knowledge of departmental and university-wide operations and policies, the exercise of independent judgment in the absence of established procedures, and discretion in the dissemination and handling of highly confidential information. Additionally, serves as the main point of contact for internal and external customers of each department.
Location
Utica, NY
Application Deadline
*Full consideration by*:
Open Until Filled
Yes
Major Responsibilities
General Office Responsibilities: For the Division for Diversity, Equity, Inclusion, Belonging and Student Transitions
• Performs office administrative duties including general correspondence, calendar management for the office, faxing/copying as needed, filing, ordering office supplies, scheduling meetings, handling office mail, taking minutes at meetings upon request.
• Serve as the first point of contact for the Division for Diversity, Equity, Inclusion and Belonging and Student Transitions, and directly for Vice President for Diversity, Equity, Inclusion and Belonging/Chief Diversity Officer in communications with all internal and external constituents. Respond to general in-person or email inquiries through diversity@utica.edu, in addition to inquiries to personal Utica email accounts).
• Manage office's Zoom account for meeting and program scheduling. Work collaboratively with the IITS department for large events.
• Processes payment/requisitions as directed by the Vice President for Diversity, Equity, Inclusion and Belonging/Chief Diversity Officer for the entire DEIB Division, including Womyn Resources, and the Intra-cultural Center.
• Proofreads correspondence and other documents as needed and as directed by the Vice President for Diversity, Equity, Inclusion, and Belonging/Chief Diversity Officer.
• Creates or edits useful tools and forms as directed by the Vice President for Diversity, Equity, Inclusion, and Belonging/Chief Diversity Officer.
• Creates and manages various shared drives for the division. Build database files for internal and external partnerships (Chamber of commerce, Workforce Investment Board (WIB), Industrial Park, Community Foundation, and Rotary)
• Develops and maintains detailed procedures respective to the position.
• Contributes to the success of the Division for Diversity, Equity, Inclusion, Belonging, and Student Transition by providing information about programs, events, policies, procedures, etc.
• Participate in training efforts, as necessary and appropriate.
• Participate and engage in Diversity, Equity, Inclusion, and Belonging (DEIB) initiatives and programs, including but not limited to serving on DEIB committees, serving as a diversity advocate or community liaison for a job search, advising a club, facilitating DEIB-related training, and engagement in institutional cultural and celebratory events and programming.
• Works with supervisor to develop specific goals that support Utica University's strategic and DEIB operational plans. This is done at least annually through the annual performance evaluation process; however, review of goals will occur throughout the year.
• Responsible for working with supervisor and other team members to achieve successful results on all established individual and departmental goals and key performance indicators. Measures impact of Utica University Community DEIB programs and events developed and or supported by the office for Diversity, Equity, Inclusion, Belonging, and Student Transitions using quantitative/qualitative methodology and instrumentation tactics.
• Works in conjunction w/ and serve as liaison for the Strategic Advisory Committee for Diversity, Equity, Inclusion, and Belonging (SACDEI) DEIB- Collaborative, Deans, department heads, affinity groups, clubs and organizations, both on and off campus to provide strategic and operational leadership on development and implementation of DEI related programing for the Utica University Community.
• Maintain an updated list of group and members, assist with maintaining shared drive, handling communications, schedule meetings, and take monthly meeting minutes. Attend monthly meetings with the Vice President of the Division for Diversity, Equity, Inclusion, and Belonging/Chief Diversity Officer and School Deans, VPs/Provost, as needed. Create agendas, take meeting minutes, maintain and update shared drive, and handle various other communications pertinent to the group.
• Provide weekly documented summary of Vice President's projects, meetings, cabinet and Board reports, and activities, as needed.
Responsibilities for Student Transitions/Center for Career Readiness
Communications
• Creates on-brand and engaging graphics and marketing pieces for all online, print, and digital needs.
• Support Division in updating website and other informational platforms featuring information about The Center.
• Helps to maintain the bulletin board and creates marketing for The Center's digital signage.
• Designs electronic newsletters featuring events, programs, job and internship opportunities, etc.
• Assist with updating print resources such as career readiness guides, the student employee manual, etc.
Event Coordination
• Works with CCR staff to coordinate small and large-scale events and programs, both on-ground and online, by managing associated marketing, correspondence, registration and collection/depositing of monetary fees, database creation, room arrangement and technology set up, and event coverage scheduling.
• Works closely with staff to coordinate on-ground and online recruiting activities, including interviews, networking events, and information sessions.
• Attends event management meetings and utilizes appropriate ordering/reservation software.
• Provides on-site support before, during, and after events.
Career Management and Database Software
• Collaborate with CCR staff to manage Handshake, including student, employer, and administrator-facing functions.
• Carefully source prospective employers requesting a connection and reviews postings and events for the approval process.
• Monitors the appointment functions in Handshake, ensuring students are paired with the appropriate staff member, initiating communication with students as needed.
• Work with CCR team to coordinate and maintain databases used to record office metrics and outcome information.
Supervises:
• Trains and supervises student employees (FWS, GA, Seasonal), as necessary.
• Creates daily student worker schedules each semester, ensuring office coverage and utilization of available work-study and university payroll hours; checks and approves timesheets for accuracy.
• Offers opportunities for professional development by assigning tasks emphasizing the NACE professional readiness competencies.
• Completes student worker evaluations.
Other duties:
• Assists with special projects such as open enrollment, coordination of recruitment fair activity, wellness initiatives, new hire orientation, DEIB Campus Engagement Meetings, DEIB programming, DEIB data collection and reporting, and more.
• If workload allows for it, coverage in other University offices is expected.
Driving Responsibilities
Travel
Supervises
Student Employees (FWS, GA, Seasonal)
Education & Experience Qualifications
• Bachelor's degree required, master's degree preferred in Business, Psychology, Human Resources.
• Technical knowledge and experience in operations management, human resources, Diversity Equity and Inclusion and Career Readiness functionality is desirable especially recruitment.
• Working knowledge of the Banner System and applicant tracking systems strongly preferred.
Minimum Skills/Abilities
• Ability to communicate effectively both verbally and in writing.
• Ability to organize information and prioritize tasks and deal appropriately with confidential and sensitive information.
• Excellent customer service skills required.
• A strong commitment to diversity, equity, and inclusion, and works continually to enhance diversity of our students, faculty, and staff.
• Ability to work well in a "team-centered", fast-paced, heavy workload environment.
• Competency in Zoom, Google Platforms, Microsoft products including Word, PPT, Excel required.
• Strong basic math skills necessary.
• Strong analytical and research skills are a must.
• Must be able to work flexible hours as appropriate.
Applicant Documents Instructions
All positions at Utica University support the University's mission and values in part by being active members of an inclusive environment. Please describe in your diversity statement how you would see yourself incorporating this into this role.
In line with the University's Affirmative Action Policy, there is no requirement or expectation that a candidate disclose their identity or membership in any protected class or group, either in the diversity statement or in other application documents submitted to the search committee. For additional information on what to provide in your diversity statement please reference the diversity statement guide at the following link: https://www.utica.edu/hr/media/Diversity_Statement_Guide.pdf
Additional information
Visa sponsorship is not available for this position
EEO/AA Statement
Utica University is committed to affirmative action, equal opportunity and the
diversity of its workforce. All qualified applicants will receive
consideration for employment without regard to race, creed, color, sex,
pregnancy, ethnic or national origin, religion, marital status, age, sexual
orientation, gender identity, gender expression, veteran status,
disability, citizenship status, genetic predisposition, domestic violence
victim status, or protected status under applicable local, state, or
federal law.
Commitment to a Diverse and Inclusive Campus Community
Our community of students, faculty and staff reflect a diversity of experiences, opinions, and cultural backgrounds shaped by biology, society, history, and choice. Our community includes members who are diverse by virtue of their race, ethnicity, gender, sexual orientation, ability, religious and/or spiritual affiliations, and socio-economic status, as well as the number of other ways in which who we are influences how we see the world. Furthermore, we value and celebrate diversity, and this results in a commitment to multiculturalism. We believe that within the community of human persons, all cultures, perspectives, and beliefs about faith, ideals, taste and lifestyles are of equal value. Our diversity deepens our commitment to nurture a multicultural environment in which we engage with others and blend perspectives, to learn about diverse cultures, to explore who we are and where we come from and to accept one another without prejudice. The Utica University Mission and Values Statement includes a commitment to fostering diversity in perspective, background, and experience within an environment that is dedicated to the freedom of expression and the open sharing of ideas.
Commitment to Supporting and Hiring Veterans
Utica University is a comprehensive, independent, private institution founded in 1946 to offer options for higher education study to veterans returning from the Second World War. More than seventy years since veterans returned from WWII, this tradition of serving veterans is still held in high regard here at Utica University, and we are proud to welcome veterans as students and as valued members of our faculty and professional staff.
