Administrative And Operations Assistant

Performadministrativeand operational duties in support of the leadership within the Office of Public Safety and Emergency Management including maintaining confidential records files and documents. Prepare monitor and reconcile departmental and project budgets assimilate and analyze data and prepare related reports. Schedule appointments and arrange meetings; compose and prepare letters presentation materials and other correspondence. Serve as the first point of contact for visitors to the office screen visitors and callers and provide information and assistance. Process a variety of College procedural and operational forms in accordance with established policies and procedures.

The following duties are representative of the position; specific assignments and emphasis may vary.

Budget and Purchasing Support

1. Develop the department annual budget in coordination with the Administrative Services Patrol Operations and Environmental Health and Safety divisions to include Parking Services SASP and CERT; collect and organize necessary budgetary information; monitor verify and reconcile expenditures of budgeted funds; analyze expenditures; and prepare budget reports.
2. Secure approval for the purchase of items and services identified by the Administration; manage the posting and payment of expenses; maintain a monthly review of budget expenditures; prepare related monthly billings; and communicate correct procedures for utilizing departmental funds with appropriate personnel.
3. Serve as the primary liaison within the Office for processing purchasing requests for operating and capital expenses; identify and work with vendors to obtain pricing and purchasing options; schedule meetings; serve as the primary contact person for office administrators; track purchase requests; monitor invoices for accuracy; process purchase requisitions prepare necessary travel related documents and spend authorizations; reconcile procurement and travel card expenses using the online financial information system; gather information on services provided by the Office of Public Safety personnel and process billing information to be charged back to other department; provide updated information data and reports as requested.

Records Policies and Confidential Information

1. Maintain office files correspondence and reports required for reference and the efficient operation of the Office of Public Safety; prepare and copy judicial and courtrelated documents for dissemination on and off campus in accordance with College policy and confidentiality requirements.
2. Update process and distribute general orders; maintain the internal policies and procedures manual including documenting approved changes to procedures and ensuring current versions are accessible to staff.
3. Handle confidential and sensitive information including student personnel and securityrelated records in compliance with College policies and applicable laws.

Administrative Customer Service and Recruitment Support

1. Maintain the Office of Public Safety calendar; arrange and schedule appointments meetings and special functions for departmental leadership.
2. Provide comprehensive administrative support to the leadership and staff members within the Office of Public Safety and Emergency Management including composing letters reports statements maintaining an updated roster and other documents; preparing presentation materials; scheduling meetings; and maintaining calendars; sort and distribute mail; screen incoming correspondence; and compose replies based on general instructions.
3. Serve as the first point of contact for visitors to the Administrative Services area within the Office of Public Safety; greet and screen students staff and visitors; answer telephones; provide information and assistance; provide administrative assistance to the Parking Services desk as needed and demonstrate a high level of customer service and professionalism including calm and courteous responses during stressful or sensitive situations.
4. Coordinate staff employee recruitment processes; schedule pre-employment testing and exams review applications and participate in interviews with applicants as requested; and set up and file appropriate documents in department personnel files.
5. Monitor general Office of Public Safety e-mail accounts and distribute information to the appropriate recipients in a timely manner.
6. Order and renew departmental subscriptions publications and office supplies; participate in special projects and assignments; attend staff meetings and take minutes; recommend methods for improving office procedures or workflow to the supervisor and implement approved suggestions.
7. Initiate requests for routine maintenance and equipment repair in accordance with departmental procedures; ensure confidentiality and security of office facilities equipment and records; and provide assistance within the Office of Public Safety and Emergency Management as needed and assigned.
8. Perform other duties as assigned that are consistent with the scope and responsibility level of this position.

Program Training Events and Data Management

1. Assist with coordinating crime prevention and community policing programs and services; prepare and distribute publications and materials for the College community; prepare invitations; arrange venues meals and refreshments; maintain documentation on programs and services conducted; and provide reports and statistical data regarding programs and services; and prepare paid time away and monthly overtime reports for administrative review.
2. Create update and maintain databases and spreadsheets for internal and external trainings crime prevention activities and community policing programs; maintain records and files documenting the training and recertification of Office of Public Safety staff; notify supervisors of required trainings and dates for staff members; assist in registering staff for training activities and programs; research travel and living accommodation options; make reservations; and prepare and process expense reports.
3. Maintain and update the event tracking system used by the Office of Public Safety including receiving notification of upcoming events through email disseminating event information to appropriate staff members printing and logging event information and running reports outlining current and future events; gather information on services provided by the Office of Public Safety and prepare and process billing information to departments.

Qualifications

• Associates degree and a minimum of three years of previous office experience or an equivalent combination of education and experience.
• Proficiency with Microsoft Office 365 (Word Excel Outlook PowerPoint) financial systems such as Oracle and database/spreadsheet tools and automated records systems used for tracking events trainings and budgets.
• Demonstrated experience maintaining and monitoring departmental budgets and expenditures and/or processing financial transactions.
• Strong attention to detail organizational capability and interpersonal verbal and written communication skills with the ability to prioritize projects manage multiple tasks simultaneously and meet deadlines.
• Demonstrated ability to handle confidential information and remain calm and exercise sound judgment when responding to inquiries during stressful sensitive or emergency situations.
• Demonstrated commitment to diversity equity inclusion and belonging through respectful inclusive interactions and decision-making.
• Experience working in a public safety law enforcement emergency management or higher education environment preferred.

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 or

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 to $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 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 position is subject to a criminal background check. All offers of employment are contingent upon review of the criminal background check.