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
