ADMINISTRATIVE OPERATIONS COORDINATOR - NEW STUDENT TRANSITION PROGRAM
Ithaca College

Job Info

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Position Summary:

The individual in this role helps plan and implement IC's Fall and Spring Orientation programs, Family Weekend, and other first-year and transfer student programs while serving as a resource for students, families, staff, faculty, and external constituencies. This also involves contributing to the onboarding process and overseeing the office's social media accounts. They are also responsible for general office procedures such as updating the NSTP website, maintaining staff calendars, purchasing supplies, and budgetary maintenance. The Administrative Operations Coordinator also leads the hiring process and delegation of tasks to the office's student and temporary employees. This position is a blend of event planning, customer service, student development, and operational leadership that directly impacts the new student experience.  

This position reports to the Director of New Student & Transition Programs, a department within the College's Student Affairs and Campus Life division.  

Job Responsibilities: 

1. Serve as a first point of contact for visitors and communications to NSTP, including managing office phones, email accounts, social media accounts, Mainstay chatbot, and walk-in traffic.  
2. Conduct all work through a lens of maximizing diversity, equity, inclusion, and belonging (DEIB) for all constituents. Engage in educational opportunities to increase awareness and understanding of diversity, equity, inclusion, and belonging.   
3. In collaboration with NSTP's Assistant Director, plan and implement Fall and Spring Orientation programs including: 
   1. Co-managing the online New Student Checklist and registration in collaboration with multiple campus partners and office staff 
   2. Leading and serving on orientation project teams, working with campus partners to plan individual events 
   3. Serving as the primary liaison with IC's Conference and Events Services office, reserving rooms and communicating setup, a/v, and catering needs 
   4. Supporting the Orientation Leader (student) and Orientation Assistant/NODA Graduate Intern (temp pro staff) hiring and training processes 
   5. Coordinating orientation fee waivers in collaboration with Student Financial Services 
   6. Development and editing of orientation materials for distribution  
4. Provide event planning support and coverage for other NSTP events, including Family Weekend and Emerging Leaders Weekend, in partnership with other departments. 
5. Hire, train, schedule, and delegate tasks to 4-5 year-round student employees and 3 temporary staff.   
6. Oversee NSTP's online presence:  
   1. Manage social media accounts, strategizing creative posts and campaigns, designed to engage incoming new students and their families. 
   2. Develop and edit website content and add departmental events to IC's Event Calendar.  
7. Manage the NSTP budgets including:  
   1. Monitor account activity, purchase approved event and office supplies, reconcile credit card and invoiced expenditures, and process travel forms and expense reports via Oracle Finance Cloud (training provided) 
   2. Prepare monthly budget updates 
   3. Assist with annual budget proposal preparation and submission 
8. Oversee general office processes such as: 
   1. Maintain confidential student records using Slate and PowerBI 
   2. Coordinate meeting logistics, maintain department calendars, and take meeting notes 
   3. Maintenance and inventory of office and event supplies 
   4. Initiate requests for routine maintenance and equipment repair  
   5. Coordinating travel arrangements for professional development events and meetings 
9. Represent NSTP at Admission's and other events, and serve as a member of campus-wide and division-wide committees. 

Minimum Qualifications and Expectations: 

The ideal candidate will have an associate's degree and at least one year of previous office and event planning experience. Internships, volunteer work, and college-level student involvement qualify as experience. Various backgrounds/credentials will be considered if candidates present the necessary skills for this position.  

NSTP is seeking someone with very strong attention to detail who shows initiative and follow-through when working on projects, and can genuinely connect with college students from all backgrounds. The ideal candidate is dependable and hardworking, flexible in times of change, communicates clearly, and works effectively on a team. They are interested in facilitating student learning and connections, and bringing a social justice lens to the educational experience.  

Preference may be given to candidates with previous experience coordinating onboarding and/or orientation programs; a proficiency in the use of word processing, spreadsheet, database, and design applications; and experience maintaining departmental budgets and expenditures. 

Note: Research shows that women and individuals with marginalized identities and/or life circumstances tend to apply only to jobs for which they believe they meet all of the qualifications. It is important to note that no candidate meets every criterion. We strongly encourage applications from individuals with varied identities and backgrounds, such as people from marginalized races and ethnicities, LGBTQIA+ people, women, people with disabilities, immigrants, and people who come from low-income backgrounds.   

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.  

Application Instructions: 

Interested applicants must apply online at https://ithaca.edu/jobs/ and attach a resume, cover letter, and list of three professional references (current or past supervisors). Questions about your online application should be directed to the Office of Human Resources at (607) 274-8000. Screening of applications will begin immediately.  

Visa sponsorship is not provided for this position.

Hiring Range:

$20 - $21.95, commensurate with qualifications and experience.

We pride ourselves on providing our benefit-eligible employees with comprehensive benefits, including:
    * Healthcare including vision and dental
    * Generous Paid Time Off Policies
    * 403B Retirement Savings Plan with Matching Employer Contribution 
    * EAP
    * Flexible Work Plans
    * Educational Benefits
    * Career-Enhancing Trainings
    * For an overview of our benefit offerings, please visit https://www.ithaca.edu/human-resources/employee-benefits-wellness

In an effort to promote campus safety and the security of College resources, Ithaca College will, consistent with the requirements of the law and prudent practices, conduct criminal background investigations per College policy. This position is subject to a criminal background check. All offers of employment are contingent upon review of the criminal background check.

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