ADMINISTRATIVE ASSISTANT - STRATEGIC SERVICES AND INITIATIVES

Ithaca College•Town of Ithaca, NY

5d•Onsite

About The Position

Ithaca College seeks a highly organized, service-oriented, and detail-driven Administrative Assistant to provide primary support to the Chief Human Resources Officer (CHRO/AVP) and Deputy Chief Information Officer (AVP/ Deputy CIO) and their respective departments. This position serves as a forward-facing resource for the campus community and external constituencies and provides comprehensive administrative, operational, and programmatic support across the Division of Strategic Services and Initiatives. The role requires discretion, strong judgment, forward thinking, and the ability to manage diverse responsibilities.

Requirements

Associate’s degree and a minimum of two (2) years of office experience, or an equivalent combination of education and relevant experience.
Excellent attention to detail and accuracy.
Strong organizational, interpersonal, verbal, and written communication skills.
Ability to prioritize projects, manage multiple tasks, and meet deadlines.
Previous experience maintaining departmental budgets and tracking expenditures.
In-depth knowledge of word processing, spreadsheets, and database software applications, including Microsoft 365 tools.
Demonstrated ability to handle confidential information with discretion.

Nice To Haves

Previous experience working within an educational setting, preferably higher education.
Experience supporting senior leaders or multiple departments.
Familiarity with HR or IT administrative processes.

Responsibilities

Provide high-level administrative and operational support to the Chief Human Resources Officer (CHRO), Deputy CIO (DCIO), and designated departments.
Manage complex calendars with attention to prioritization, alignment with leadership goals, and protection of strategic time.
Plan and prepare for leadership priorities. Conduct weekly look-ahead reviews to anticipate needs, flag conflicts, and identify meetings requiring advance preparation. Exercise judgment in triaging requests and determining what requires leadership attention versus what can be handled independently or redirected.
Support cross-functional work and meetings. Coordinate meetings involving multiple stakeholders by preparing agendas, gathering background materials, and documenting outcomes. Track action items and ensure timely follow-through for the CHRO & DCIO.
Coordinate meetings, events, and logistics. Schedule meetings, reserve rooms, and manage logistics and communications. Prepare agendas, materials, and summaries, and maintain organized records. Support divisional events such as orientation, onboarding, professional development programs, and Educational Technology Day.
Provide executive support services. Coordinate travel arrangements, process expenses, and support daily office operations.
Maintain digital and web content. Update departmental website pages to ensure accuracy and alignment with institutional messaging.
Support hiring and onboarding processes. Coordinate interview logistics, prepare itineraries, arrange travel and lodging, and liaise with campus partners.
Assist with budget and procurement activities. Support expense tracking, purchasing, and reconciliation. Order supplies and equipment in accordance with College policies. Maintain office and shared spaces, and coordinate maintenance or service requests as needed.
Respond to inquiries, provide accurate information, and make appropriate referrals. Represent the Strategic Services and Initiatives Division with professionalism, discretion, and strong customer service. Maintain a working knowledge of Ithaca College’s administrative structure and processes.
Engage in meetings and cross-campus collaboration. Attend and support departmental, divisional, and college-wide meetings. Partner with administrative offices to ensure coordination and operational effectiveness. Perform all duties in alignment with Ithaca College’s commitment to diversity, equity, inclusion, and belonging.