What are the responsibilities and job description for the Department Administrator, Athletics Fundraising and Engagement position at Colgate University?
Founded in 1819, Colgate is a small, highly selective residential liberal arts college for students of talent who are preparing for lives of leadership and productive citizenship. The University recently launched a $1B campaign in support of the Third-Century Plan , a comprehensive road map that will advance Colgate’s efforts to pursue its mission at the highest level and establish Colgate as one of the finest undergraduate institutions in the nation. A Division I institution, Colgate’s 25 varsity programs are a point of distinction and pride for the University that foster lifelong connections and collective memories among students, faculty, staff, alumni, families, and local community members alike. The Athletics Fundraising & Engagement department endeavors to engage all manner of constituents around Colgate’s varsity teams as well as drive annual spendable funds to the department to support the student-athlete experience. More than 550 student-athletes compete at Colgate in pursuit of excellence in every field, every arena.
Accountabilities
Provide support for the Department of Athletic Fundraising and Engagement and other Advancement departments as assigned. Responsibilities include coordination of the daily operations of the department. Specific accountabilities include : efficient execution of administrative procedures and processes central to the department; responding in a timely manner to requests for information and referring to other resources as appropriate; managing calendars, itineraries, contacts, correspondence, and meeting notes and agendas; coordinating with vendors and service providers; assisting with onboarding new employees; maintaining adequate office supplies and other materials required for the operation of the department, which may include researching services, vendors, and pricing, as well as processing quotes, creating purchase orders and requisitions, and submitting bills for timely payment.
Responsible for planning travel and reconciling travel expenses on a monthly basis. Responsible for maintaining department records; researching information; analyzing data; drafting, editing, and formatting documents, presentations, and briefings; and producing standard reports from the database. Responsible for communicating with donors and volunteers as assigned, including attending volunteer and athletic meetings, contests, and events.
Responsible for coordinating departmental communications, including, but not limited to : website maintenance, email and direct mail, and event invitations and registration pages. Responsible for planning events including venue selection; securing rental equipment; printing and preparing nametags; and coordinating with vendors and other staff members.
Responsible for building and / or room scheduling and service requests, as required. May coordinate work and / or schedules of student or casual wage employees, as assigned, including processing web time entry.
May be responsible for the timely and efficient execution of special projects, additional activities, committees and other work unique to the department or division as assigned.
Technical Competencies
Name
Office Productivity
Description
Demonstrated ability to effectively utilize all university productivity applications (e.g. MS Office, Concur, EMS , CMS , and Google) to include : collecting, updating, formatting, and organizing moderately complex data such as sorts, filters, charts, pivot tables, all basic to intermediate level formulae, table of content formatting, mail merges, track changes, and other similar features. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts, and email correspondence for department staff.
Name
Event Planning
Description
Demonstrated ability to plan, manage, coordinate or oversee events requiring a high level of coordination and collaboration. Demonstrated ability to source and negotiate favorable contract terms and service delivery from vendors. Demonstrated ability to effectively produce and manage RSVP lists and special requests of participants. Demonstrated ability to communicate all aspects of planning events. Demonstrated ability to quickly, efficiently, and inexpensively alter plans.
Name
Travel Logistics
Description
Demonstrated ability to effectively create travel plans involving multiple modes of transportation, destinations, and lodging. Demonstrated ability to quickly, efficiently, and inexpensively alter travel plans and itineraries. Demonstrated ability to consistently stay within university travel restrictions and guidelines.
Name
Technical Data Systems
Description
Demonstrated ability to utilize relevant data systems / software, e.g. Enterprise Resource Planning tool (Banner), Business Intelligence (Tableau). Demonstrated ability to enter, manipulate, query, and export all data sets used in day-to-day situations. Demonstrated ability to use all day-to-day and core functionality of all relevant systems.
Name
Administrative Procedures
Description
Demonstrated mastery of commonly used Colgate and divisional / functional administrative policies and practices. Has knowledge sufficient to follow administrative procedures and processes that are most critical to the department. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create desktop aids or guides in the execution of common administrative procedures and processes. Demonstrated ability to effectively pull together sensitive and moderately complex data and information into an organized and cohesive product.
Name
Customer Service
Description
Demonstrated ability to create welcoming and professional environment for guests. Demonstrated ability to use positive communications. Demonstrated ability to listen, respond effectively, and follow up appropriately on administrative inquiries, while being mindful and attentive to feedback. Makes use of specialized knowledge to assist others in resolving problems. Identifies opportunities for improving customer service methods.
Name
Domain-Specific Skills
Description
Demonstrated ability to serve as an ambassador to external constituents such as alumni, parents, friends, government officials, donors, and members of volunteer groups including the Board of Trustees, Alumni Council, and Parents’ Steering Committee.
Behavioral Competencies
Name
Personal Accountability for Results
Description
Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.
Name
Effective Communication
Description
Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.
Name
Problem Solving and Decision Making
Description
Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.
Name
Change Management
Description
Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.
Name
Leadership and Teamwork
Description
Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.
Name
Creativity and Innovation
Description
Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.
Name
Diversity and Inclusion
Description
Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.
Name
Sustainability
Description
Understands the impact of decision making and personal behavior in achieving the university’s commitment to a sustainable and carbon-neutral campus; supports and advances the university’s sustainability initiatives; influences others to use sustainable practices.
Posting Detail Information
