ADMINISTRATIVE OPERATIONS COORDINATOR

About the role

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.

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.
      • Serving as a liaison for orientation fee waivers in collaboration with Student Financial Services.
      • Developing, editing, and reviewing orientation materials for distribution.
      • Directly supervising 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.
      • Providing event planning support and coverage for Family Weekend and other NSTP events, in partnership with other departments.
      • Overseeing NSTP’s online presence:
        • Managing social media accounts, strategizing creative posts and campaigns, designed to engage incoming new students and their families.
        • Developing and editing website content and adding departmental events to IC’s Event Calendar.
        • Managing the NSTP budget including:
          • Maintaining account activity, purchasing approved event and office supplies, reconciling credit card and invoiced expenditures, and processing travel forms and expense reports via Oracle Finance Cloud (training provided).
          • Preparing monthly budget reports.
          • Assisting with annual budget proposal preparation and submission.
          • Overseeing general office processes such as:
            • Maintaining confidential student records using Slate and PowerBI or equivalent system.
            • Cooking meeting logistics, maintaining department calendars, and taking meeting notes.
            • Maintaining an inventory of office and event supplies.
            • Initiating requests for routine maintenance and equipment repair.
            • Cooking travel arrangements for professional development events and meetings.
            • Representing NSTP at Admissions and other institutional events and serving as a member of campus-wide and division-wide committees or work groups (such as the Orientation Planning Committee, Mainstay Working Group, etc.).