ADMINISTRATIVE ASSISTANT - STRATEGIC SERVICES AND INITIATIVES

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.

Supervision:

This position reports to the Executive Assistant to the Senior Vice President for Strategic Services and Initiatives, receives day to day direction from the AVP/CHRO and AVP/Deputy CIO. and may supervise student employees as requested.

Key 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.

Required Qualifications:

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.

Preferred Qualifications:

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

Work Environment:

Most of the work of the incumbent is carried out within a generally accessible, safe, indoor environment. The incumbent will be required to use a personal computer and associated equipment as well as other office equipment used in the day-to-day operations. The incumbent may need to deliver various materials on campus, or participate in off-campus events, requiring the ability to walk or drive or make other travel arrangements. Evening or weekend work may be requested. This position is expected to work primarily in-person on the Ithaca College campus.

This position is 37.5 hours per week, 52 weeks per year.

Application Instructions:

Interested applicants must apply online and attach a resume, cover letter, and list of three professional references. Questions about online applications should be directed to the Office of Human Resources at (607) 274-8000 or humanresources@ithaca.edu.

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.

Visa sponsorship is not provided for this position.

Hiring Range:

$18.50-$20.00 per hour, 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