Position Information

Job Title Administrative Assistant III, YSLPP

Posting Number S00590

Position Type Full Time

Hours/Schedule Standard campus business hours: 8:00am -5:00pm Hours may vary based on operational needs.

Campus Main Campus, Utica NY

Date Position Available 09/15/2025

Posted Salary $17.00-18.000/hour

FLSA Status Non - Exempt

Benefits Eligible Yes

If yes, please select: All Benefits

Position Summary Information

Position Summary

The Administrative Assistant is responsible for coordinating the daily operations of the department and ensures efficient execution of administrative procedures and processes central to the Young Scholars Liberty Partnerships Program. They also provide support to the department director and employees, assist in daily office needs and database management, and assist with logistics, catering, and other event-specific duties. This position is also responsible for organizing the record keeping, correspondence, and grant reports for the Young Scholars LPP.

Location Utica, NY

Application Deadline

Full consideration by: 09/08/2025

Open Until Filled Yes

Major Responsibilities

Greet visitors and ensure reception area creates a welcoming environment

Respond in a timely manner to requests for information and refer to other resources as appropriate

Manage calendars, itineraries, contacts, and correspondence of the department

Responsible for departmental communication to include: website maintenance, newsletters, posters, social media, invitations, etc.

Monitor departmental budgets and report on status, variances, and potential issues

Coordinate and prepare program agenda and minutes for staff meetings

Maintain department & program records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports (specifically required reports for the University and the state

Communicate with parents and guardians of Program students

Maintain adequate office supplies and other material required for the operation of the department and program, which may include researching services and pricing, processing quotes, creating purchase orders and requisitions, and submitting for timely payment

Arrange transportation for all YSLPP events, including summer program and field trips

Assist with the preparation, distribution, proofreading, and mailing of brochures, newsletters, event flyers, certificates, and other promotional materials

Responsible for building and/or room scheduling and service requests, as required

Work some weekends and evenings for YSLPP special events

Responsible for working with supervisor and other team members to achieve successful results on all established individual and departmental goals and key performance indicators

Take an active role in the development of the department's strategic and operational plans as required by department leadership. Work closely with department supervisor to develop and implement operational goals that support departmental success

May perform other duties as assigned

Driving Responsibilities

This position may occasionally involve travel using a University-owned or University-rented vehicle.

Travel

Supervises Office workers for Federal University Workstudy & Workforce Investment workers

Education & Experience Qualifications

High School Diploma or equivalent required, Associate Degree preferred

Prior administrative experience including proofreading, travel logistics, appointment scheduling, event planning and coordination required

Must be proficient with Microsoft Word, Excel and database management

Minimum Skills/Abilities

Strong organizational skills and a high regard for detail are required

Excellent verbal, written, and non-verbal communication skills

Strong computer skills

Interest in the use and application of upcoming technology, new software, etc.

Preferred: Possession of a valid U.S. driver's license that will meet insurance company rules and regulations for driving underwriting criteria

Ability to work flexible hours which may include evenings and/or weekends, as appropriate

Applicant Documents Instructions

Additional information Visa sponsorship is not available for this position

EEO/AA Statement

Utica University is committed to affirmative action, equal opportunity, and creating a welcoming work environment for all employees. All qualified applicants will receive consideration for employment without regard to veteran status, disability, citizenship status, domestic violence victim status, or protected status under applicable local, state, or federal law.

Commitment to Supporting and Hiring Veterans

Utica University is a comprehensive, independent, private institution founded in 1946 to offer options for higher education study to veterans returning from the Second World War. More than seventy years since veterans returned from WWII, this tradition of serving veterans is still held in high regard here at Utica University, and we are proud to welcome veterans as students and as valued members of our faculty and professional staff.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

*How did you hear about this employment opportunity?

HercJobs.org (HERC Higher Ed Recruitment Consortium)

HigherEdJobs.com

InsideHigherEd.com

Observer Dispatch (Utica OD)-newspaper

Ithaca Journal

Personal Referral

Utica University Website

Albany Times Union

Binghamton Press & Sun

careerbuilders.com

centralnewyorkhelpwanted.com

Chronicle.com (Chronicle of Higher Ed website)

Elmira Star Gazette

Utica University Online Employment Website

DiverseEducation.com (Diverse Issues in Higher Education

Historically Black Colleges and Universities

Indeed.com

Current Utica University Employee

Referred by a Utica University Employee

Referred by a non Utica University Employee

Twitter

LinkedIn-Job Posting

LinkedIn-Recruited by Utica University HR

Centralnewyorkhelpwanted.com

Syracuse Post Standard-newspaper

Albany Times Union-newspaper

Facebook

Job Fair

Search Firm

NCAA

PRISM Network

HBCU Connect

DiverseJobs

Other

*Please provide more details regarding the source of your referral?(Open Ended Question)

Applicant Documents

Required Documents

Resume / Curriculum Vitae

Cover Letter

Optional Documents

Letter of Reference #1

Utica University

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Administrative Assistant III, YSLPP