ADMINISTRATIVE ASSISTANT - PHYSICIAN ASSISTANT PROGRAM

Staff and Faculty

6d•$19 - $20

About The Position

Serve as a member of a dynamic and collaborative administrative support team within Ithaca College, in a forward-facing role supporting college academic operations at the departmental, school, and college-wide levels. Administrative duties may vary but generally includes assisting with managing student academic data and status, maintaining files and processing forms, assigning advisors, preparing and reviewing reports, course scheduling and enrollment, events, orientation, registration, processing invoices and payments, taking meeting minutes or preparing correspondence, responding to phone calls or emails, ordering course materials and supplies, and other departmental needs as requested. Administrative duties to support school or college academic needs may vary but generally include providing administrative support for committees, admissions events, orientation, ceremonies, community partnership events, or website/marketing/social media.

Requirements

Associates degree and a minimum of 2 years office experience or the equivalent combination of education and experience
excellent attention to detail
strong organizational, interpersonal, verbal, and written communication skills
previous experience maintaining departmental budgets and expenditures
basic record keeping skills
ability to prioritize projects, handle multiple tasks and meet deadlines
in-depth knowledge of various word processing, spreadsheet and database software applications are required.

Nice To Haves

Previous experience working within an educational setting is preferred.

Responsibilities

Serve as a forward-facing resource person to faculty, staff, students, prospective students, and families to assist and make appropriate referrals as needed to other resources. Requires an understanding of undergraduate and graduate degree programs and opportunities.
Provide general administrative support to a department(s) (e.g. meeting minutes; scheduling meetings; accreditation related activities; midterms/finals/comprehensive practical exams; reserving rooms; preparing and composing letters, reports, lists, and other correspondence; and greeting visitors).
Assist with course scheduling process for a department(s).
Gather and organize course syllabi from faculty within a department(s) each semester/term.
Support tracking of enrolled students within a degree program, assignment of advisors, cohort lists, etc.
Assist with academic status review process, notification letters, dean’s list, and departmental awards.
Collaborate on annual updates of undergraduate and graduate catalog pages.
Support updating relevant website pages and social media (as applicable).
Support academic events including recruitment and orientation events (e.g., collaborate with Conference and Event Services, scheduling, processing payments, etc).
Assist with the faculty/staff search and hiring process including preparing the itinerary, arranging travel and lodging details, scheduling room, coordinating with relevant offices, etc.
Maintain designated spaces and equipment and report needed repairs to facilities.
Order supplies and equipment following school and college processes.
Support budget management (e.g., travel, procurements, expense reconciliation).
Hire, train, and supervise student workers.
Attend meetings as required including departmental, school-wide, all-college, and all-staff meetings.
Perform duties and interact with others consistent with Ithaca College expectations of creating an environment supportive of diversity, equity, inclusion, and belonging.
Other duties as assigned.
Provide collaborative administrative support for committees and the dean’s office as assigned.
Support preparation for and implementation of admissions event or other recruitment programming. This may include weekend duties.
Support preparation for and implementation of community partnership events. This may include travel to an off-campus location.
Support preparation for and implementation of school-wide or college events, guest speakers, ceremonies, or other activities as needed. This may include evening or weekend duties.