Department Administrator, Athletics Fundraising and Engagement

Company: Colgate University
Location: Hamilton
Posted on: February 3, 2025

Job Description:

Job Category Support Staff

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Position Title Department Administrator, Athletics Fundraising and Engagement

Full Time/Part Time Full Time

Division Office of Advancement

Department Athletics Fundraising and Engagement

Hiring Wage/Salary Range $19.00-$21.00

Professional Experience/ Qualifications

Proficiency with Microsoft applications, including Excel and Microsoft Word

Proficiency with Google suite of software, especially Docs, Sheets, and Calendar

Experience with databases, CRMs, and/or web platforms

Capacity to work well independently and with little direction

Requires strong verbal and written skills, accuracy, attention to detail, flexibility, and willingness to take on new assignments

Ability to interact in a collegial manner with a culturally diverse group of faculty, staff, and students

Must be able to manage confidential and sensitive information with a strict adherence to confidentiality

Staffing Colgate's annual Reunion weekend is a requirement of the position

Preferred Qualifications

Experience in an academic setting

Experience with travel expense software, especially Concur

Experience with fundraising databases, especially Blackbaud products

Education

An Associate's degree, or a combination of education and experience from which comparable skills are obtained is required

Offer Determination

When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.



Other Information

Benefits

Colgate University offers a competitive benefits package, with most benefits effective on the date of hire. Highlights include: medical, dental, vision, retirement contributions, paid time off, paid family leave, health & wellness, continuing education and professional development. We also offer unique perks, such as free parking, gym discounts, bookstore savings, athletic tickets, and access to cultural and recreational facilities. Explore the full benefits package on our Benefits page.

Department Statement

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

Requisition Number 2025S011Posting

Temporary No

Work Schedule

Full-time

37.5 hours per week



Job Open Date 01/22/2025

Job Close Date

Open Until Filled Yes

Special Instructions Summary

EEO Statement

The University recognizes that equal employment opportunity can only be achieved through demonstrated leadership. It is the Policy of the University to recruit, employ, retain, promote, and train employees on the basis of merit, ability, and valid job qualifications without regard to any characteristics protected by applicable local, state or federal laws or Executive Orders.

Clery Act

CAMPUS CRIME REPORTING AND STATISTICS



The Department of Campus Safety will provide upon request a copy of Colgate's Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance. Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at cusafety@colgate.edu.

Keywords: Colgate University, Albany , Department Administrator, Athletics Fundraising and Engagement, Other , Hamilton, New York