Administrative And Operations Assistant

Ithaca College•Ithaca, NY

1d•$19 - $20

About The Position

Perform administrative and operational duties in support of the leadership within the Office of Public Safety and Emergency Management, including maintaining confidential records, files, and documents. Prepare, monitor, and reconcile departmental and project budgets, assimilate and analyze data, and prepare related reports. Schedule appointments and arrange meetings; compose and prepare letters, presentation materials, and other correspondence. Serve as the first point of contact for visitors to the office, screen visitors and callers, and provide information and assistance. Process a variety of College procedural and operational forms in accordance with established policies and procedures. The following duties are representative of the position; specific assignments and emphasis may vary. Budget and Purchasing Support Develop the department annual budget in coordination with the Administrative Services, Patrol Operations, and Environmental Health and Safety divisions, to include Parking Services, SASP, and CERT; collect and organize necessary budgetary information; monitor, verify, and reconcile expenditures of budgeted funds; analyze expenditures; and prepare budget reports. Secure approval for the purchase of items and services identified by the Administration; manage the posting and payment of expenses; maintain a monthly review of budget expenditures; prepare related monthly billings; and communicate correct procedures for utilizing departmental funds with appropriate personnel. Serve as the primary liaison within the Office for processing purchasing requests for operating and capital expenses; identify and work with vendors to obtain pricing and purchasing options; schedule meetings; serve as the primary contact person for office administrators; track purchase requests; monitor invoices for accuracy; process purchase requisitions, prepare necessary travel related documents and spend authorizations; reconcile procurement and travel card expenses using the online financial information system; gather information on services provided by the Office of Public Safety personnel and process billing information to be charged back to other department; provide updated information, data, and reports as requested. Records, Policies, and Confidential Information Maintain office files, correspondence, and reports required for reference and the efficient operation of the Office of Public Safety; prepare and copy judicial and court‑related documents for dissemination on and off campus in accordance with College policy and confidentiality requirements. Update, process, and distribute general orders; maintain the internal policies and procedures manual, including documenting approved changes to procedures and ensuring current versions are accessible to staff. Handle confidential and sensitive information, including student, personnel, and security‑related records, in compliance with College policies and applicable laws. Administrative, Customer Service, and Recruitment Support Maintain the Office of Public Safety calendar; arrange and schedule appointments, meetings, and special functions for departmental leadership. Provide comprehensive administrative support to the leadership and staff members within the Office of Public Safety and Emergency Management, including composing letters, reports, statements, maintaining an updated roster, and other documents; preparing presentation materials; scheduling meetings; and maintaining calendars; sort and distribute mail; screen incoming correspondence; and compose replies based on general instructions. Serve as the first point of contact for visitors to the Administrative Services area within the Office of Public Safety; greet and screen students, staff, and visitors; answer telephones; provide information and assistance; provide administrative assistance to the Parking Services desk as needed, and demonstrate a high level of customer service and professionalism, including calm and courteous responses during stressful or sensitive situations. Coordinate staff employee recruitment processes; schedule pre-employment testing and exams, review applications and participate in interviews with applicants as requested; and set up and file appropriate documents in department personnel files. Monitor general Office of Public Safety e-mail accounts and distribute information to the appropriate recipients in a timely manner. Order and renew departmental subscriptions, publications, and office supplies; participate in special projects and assignments; attend staff meetings and take minutes; recommend methods for improving office procedures or workflow to the supervisor and implement approved suggestions. Initiate requests for routine maintenance and equipment repair in accordance with departmental procedures; ensure confidentiality and security of office facilities, equipment, and records; and provide assistance within the Office of Public Safety and Emergency Management as needed and assigned. Perform other duties as assigned that are consistent with the scope and responsibility level of this position. Program, Training, Events, and Data Management Assist with coordinating crime prevention and community policing programs and services; prepare and distribute publications and materials for the College community; prepare invitations; arrange venues, meals, and refreshments; maintain documentation on programs and services conducted; and provide reports and statistical data regarding programs and services; and prepare paid time away and monthly overtime reports for administrative review. Create, update, and maintain databases and spreadsheets for internal and external trainings, crime prevention activities, and community policing programs; maintain records and files documenting the training and re‑certification of Office of Public Safety staff; notify supervisors of required trainings and dates for staff members; assist in registering staff for training activities and programs; research travel and living accommodation options; make reservations; and prepare and process expense reports. Maintain and update the event tracking system used by the Office of Public Safety, including receiving notification of upcoming events through email, disseminating event information to appropriate staff members, printing and logging event information, and running reports outlining current and future events; gather information on services provided by the Office of Public Safety and prepare and process billing information to departments.

Requirements

Associate's degree and a minimum of three years of previous office experience, or an equivalent combination of education and experience.
Proficiency with Microsoft Office 365 (Word, Excel, Outlook, PowerPoint), financial systems such as Oracle, and database/spreadsheet tools and automated records systems used for tracking events, trainings, and budgets.
Demonstrated experience maintaining and monitoring departmental budgets and expenditures, and/or processing financial transactions.
Strong attention to detail, organizational capability, and interpersonal, verbal, and written communication skills, with the ability to prioritize projects, manage multiple tasks simultaneously, and meet deadlines.
Demonstrated ability to handle confidential information and remain calm and exercise sound judgment when responding to inquiries during stressful, sensitive, or emergency situations.
Demonstrated commitment to diversity, equity, inclusion, and belonging through respectful, inclusive interactions and decision-making.

Nice To Haves

Experience working in a public safety, law enforcement, emergency management, or higher education environment preferred.

Responsibilities

Perform administrative and operational duties in support of the leadership within the Office of Public Safety and Emergency Management, including maintaining confidential records, files, and documents.
Prepare, monitor, and reconcile departmental and project budgets, assimilate and analyze data, and prepare related reports.
Schedule appointments and arrange meetings; compose and prepare letters, presentation materials, and other correspondence.
Serve as the first point of contact for visitors to the office, screen visitors and callers, and provide information and assistance.
Process a variety of College procedural and operational forms in accordance with established policies and procedures.
Develop the department annual budget in coordination with the Administrative Services, Patrol Operations, and Environmental Health and Safety divisions, to include Parking Services, SASP, and CERT; collect and organize necessary budgetary information; monitor, verify, and reconcile expenditures of budgeted funds; analyze expenditures; and prepare budget reports.
Secure approval for the purchase of items and services identified by the Administration; manage the posting and payment of expenses; maintain a monthly review of budget expenditures; prepare related monthly billings; and communicate correct procedures for utilizing departmental funds with appropriate personnel.
Serve as the primary liaison within the Office for processing purchasing requests for operating and capital expenses; identify and work with vendors to obtain pricing and purchasing options; schedule meetings; serve as the primary contact person for office administrators; track purchase requests; monitor invoices for accuracy; process purchase requisitions, prepare necessary travel related documents and spend authorizations; reconcile procurement and travel card expenses using the online financial information system; gather information on services provided by the Office of Public Safety personnel and process billing information to be charged back to other department; provide updated information, data, and reports as requested.
Maintain office files, correspondence, and reports required for reference and the efficient operation of the Office of Public Safety; prepare and copy judicial and court‑related documents for dissemination on and off campus in accordance with College policy and confidentiality requirements.
Update, process, and distribute general orders; maintain the internal policies and procedures manual, including documenting approved changes to procedures and ensuring current versions are accessible to staff.
Handle confidential and sensitive information, including student, personnel, and security‑related records, in compliance with College policies and applicable laws.
Maintain the Office of Public Safety calendar; arrange and schedule appointments, meetings, and special functions for departmental leadership.
Provide comprehensive administrative support to the leadership and staff members within the Office of Public Safety and Emergency Management, including composing letters, reports, statements, maintaining an updated roster, and other documents; preparing presentation materials; scheduling meetings; and maintaining calendars; sort and distribute mail; screen incoming correspondence; and compose replies based on general instructions.
Serve as the first point of contact for visitors to the Administrative Services area within the Office of Public Safety; greet and screen students, staff, and visitors; answer telephones; provide information and assistance; provide administrative assistance to the Parking Services desk as needed, and demonstrate a high level of customer service and professionalism, including calm and courteous responses during stressful or sensitive situations.
Coordinate staff employee recruitment processes; schedule pre-employment testing and exams, review applications and participate in interviews with applicants as requested; and set up and file appropriate documents in department personnel files.
Monitor general Office of Public Safety e-mail accounts and distribute information to the appropriate recipients in a timely manner.
Order and renew departmental subscriptions, publications, and office supplies; participate in special projects and assignments; attend staff meetings and take minutes; recommend methods for improving office procedures or workflow to the supervisor and implement approved suggestions.
Initiate requests for routine maintenance and equipment repair in accordance with departmental procedures; ensure confidentiality and security of office facilities, equipment, and records; and provide assistance within the Office of Public Safety and Emergency Management as needed and assigned.
Perform other duties as assigned that are consistent with the scope and responsibility level of this position.
Assist with coordinating crime prevention and community policing programs and services; prepare and distribute publications and materials for the College community; prepare invitations; arrange venues, meals, and refreshments; maintain documentation on programs and services conducted; and provide reports and statistical data regarding programs and services; and prepare paid time away and monthly overtime reports for administrative review.
Create, update, and maintain databases and spreadsheets for internal and external trainings, crime prevention activities, and community policing programs; maintain records and files documenting the training and re‑certification of Office of Public Safety staff; notify supervisors of required trainings and dates for staff members; assist in registering staff for training activities and programs; research travel and living accommodation options; make reservations; and prepare and process expense reports.
Maintain and update the event tracking system used by the Office of Public Safety, including receiving notification of upcoming events through email, disseminating event information to appropriate staff members, printing and logging event information, and running reports outlining current and future events; gather information on services provided by the Office of Public Safety and prepare and process billing information to departments.