Administrative Operations Coordinator

Position: ADMINISTRATIVE OPERATIONS COORDINATOR
Job Description

Job Summary:

The individual in this role helps plan and implement Ithaca College'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 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 department website, maintaining staff calendars, purchasing supplies, and budget maintenance.

The Administrative Operations Coordinator also supports the hiring process and delegation of tasks to the office student staff. 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 Associate Director of New Student & Transition Programs (NSTP), a department within the College's Student Affairs and Campus Life division.

Job Responsibilities:

Serve as a first point of contact on behalf of NSTP, including office phone, email accounts, social media accounts, and chatbot or similar engagement technology.

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.

In collaboration with other NSTP staff, plan and implement Fall and Spring Orientation onboarding including:

• Co-managing the online New Student Checklist and registration in collaboration with multiple campus partners and office staff.
• Leading and serving on orientation project teams, working with campus partners to plan individual events.
• Serving as a liaison with IC's Conference and Events Services office, reserving rooms and communicating setup, a/v, and catering needs.
• Supporting the hiring and training processes for student staff (Orientation Leader, Orientation Mentor, and New Student Program Assistant) and other staff positions as applicable.
• Coordinating orientation fee waivers in collaboration with Student Financial Services.
• Developing, editing, and reviewing orientation materials for distribution.

Directly supervise the NSTP office assistants (New Student Program Assistants) including recruitment, selection, training, co-facilitating regular staff meetings, coaching, managing time cards, and providing feedback for ongoing growth.

Provide event planning support and coverage for Family Weekend and other NSTP events, in partnership with other departments.

Oversee NSTP's online presence:

• Manage social media accounts, strategizing creative posts and campaigns, designed to engage incoming new students and their families.
• Develop and edit website content and add departmental events to IC's Event Calendar.

Manage the NSTP budget including:

• 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).
• Prepare monthly budget reports.
• Assist with annual budget proposal preparation and submission.

Oversee general office processes such as:

• Maintain confidential student records using Slate and Power
  
  BI or equivalent system.
• Coordinate meeting logistics, maintain department calendars, and take meeting notes.
• Maintain an inventory of office and event supplies.
• Initiate requests for routine maintenance and equipment repair.
• Coordinate travel arrangements for professional development events and meetings.

Represent NSTP at Admissions and other institutional events and serve as a member of campus-wide and division-wide committees or work groups (such as the Orientation Planning Committee, Mainstay Working Group, etc.).

Other duties as assigned.

Qualifications:

The ideal candidate will have a bachelor's degree and at least one year of previous office and event planning experience. Student 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.

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

Work Environment:

Most of the work of the incumbent is carried out within a generally accessible indoor environment. The incumbent will be…