Minimum of two years of administrative experience including managing calendars, arranging travel, and managing expenses.
Must be detail oriented and capable of maintaining confidentiality when working with sensitive documents and information.
Proficiency in Microsoft Office Suite and Google Suite.
Must have a flexible mindset and the ability to manage multiple tasks and priorities.
Must have strong written and verbal communication skills.
Must have the ability to work both independently and as part of a team.
Must be capable of working collaboratively with diverse groups of staff, faculty, students, alumni, and community members.
Ability to participate in occasional evening and weekend work to support Advancement's and the University's events including blocks of time for major events such as Reunion, Family Weekend, and Commencement, and provides additional event support as required.
Preferred Qualifications
Experience in a higher education or non-profit setting
Experience with Blackbaud Raiser's Edge or similar databases/CRMs
Education
Associate's degree preferred, or a combination of education and experience from which comparable skills are obtained.
Certifications
An Associate's degree is preferred or a combination of education and experience from which comparable skills are obtained.
Offer Determination
When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.
Physical Requirements
Other Information
Benefits
Colgate University offers a competitive benefits package, with most benefits effective on the date of hire. Highlights include: medical, dental, vision, retirement contributions, paid time off, paid family leave, health & wellness, continuing education and professional development. We also offer unique perks, such as free parking, gym discounts, bookstore savings, athletic tickets, and access to cultural and recreational facilities. Explore the full benefits package on our Benefits page.
Department Statement
Founded in 1819, Colgate is a small, highly selective residential liberal arts college for students of talent who are preparing for lives of leadership and productive citizenship. The University recently launched a $1B campaign in support of the Third-Century Plan, a comprehensive roadmap that will advance Colgate's efforts to pursue its mission at the highest level and establish Colgate as one of the finest undergraduate institutions in the nation.
Accountabilities
The Division Administrator provides support for the Office of Advancement.

Responsible for the flow of all documents/correspondence for departments within the division by performing work assigned. Regular duties will include: performing general administrative support duties as required including electronic filing, answering phones, preparing correspondence, monitoring the budget, and maintaining office material supplies. Coordinates travel and transportation arrangements and schedules meetings with donors, volunteers and staff as requested. Types and compiles correspondence, reports and support documentation. Provides various data reports, profiles, giving records, and spreadsheets from university database system. Prepares, organizes and distributes materials for staff, donors and volunteers. Coordinates regular team meetings.

Overall responsibilities will include coordination of the daily operations of the division. Specific accountabilities include: greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the division; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of division; coordinate with vendors and service providers; assist with onboarding new employees; and maintain adequate office supplies and other material required for the operation of the division, which may include researching services and pricing, processing quotes, creating PO's and requisitions and submitting for timely payment.

Maintain division records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.

Responsible for divisional communication to include: website maintenance, newsletters, posters, invitations, etc.

Responsible for all aspects of planning and execution of division events and functions, including travel arrangements.

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

May coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time-entry.

May be responsible for the timely and efficient execution of special projects, additional activities, committees and other work unique to Advancement.
Posting Detail Information
Requisition Number 2025S061Posting
Temporary No
Work Schedule
Job Open Date 07/02/2025
Job Close Date
Open Until Filled Yes
Special Instructions Summary
EEO Statement
The University recognizes that equal employment opportunity can only be achieved through demonstrated leadership. It is the Policy of the University to recruit, employ, retain, promote, and train employees on the basis of merit, ability, and valid job qualifications without regard to any characteristics protected by applicable local, state or federal laws.
Clery Act
CAMPUS CRIME REPORTING AND STATISTICS

The Department of Campus Safety will provide upon request a copy of Colgate's Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance. Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at cusafety@colgate.edu.