Job Details

Department Administrator, Athletics Fundraising and Engagement
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Position Number: 5974780
Location: Hamilton, NY
Position Type: Development and Fund Raising

Colgate University

Department Administrator, Athletics Fundraising and Engagement

Requisition Number: 2025S011Posting
Full Time/Part Time: Full Time
Division:
Department: Athletics Fundraising and Engagement
Wage/Salary Range: $19.00-$21.00

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 road map that will advance Colgates efforts to pursue its mission at the highest level and establish Colgate as one of the finest undergraduate institutions in the nation. A Division I institution, Colgates 25 varsity programs are a point of distinction and pride for the University that foster lifelong connections and collective memories among students, faculty, staff, alumni, families, and local community members alike. The Athletics Fundraising & Engagement department endeavors to engage all manner of constituents around Colgates varsity teams as well as drive annual spendable funds to the department to support the student-athlete experience. More than 550 student-athletes compete at Colgate in pursuit of excellence in every field, every arena.

Accountabilities:

Provide support for the Department of Athletic Fundraising and Engagement and other Advancement departments as assigned. Responsibilities include coordination of the daily operations of the department. Specific accountabilities include: efficient execution of administrative procedures and processes central to the department; responding in a timely manner to requests for information and referring to other resources as appropriate; managing calendars, itineraries, contacts, correspondence, and meeting notes and agendas; coordinating with vendors and service providers; assisting with onboarding new employees; maintaining adequate office supplies and other materials required for the operation of the department, which may include researching services, vendors, and pricing, as well as processing quotes, creating purchase orders and requisitions, and submitting bills for timely payment.

Responsible for planning travel and reconciling travel expenses on a monthly basis. Responsible for maintaining department records; researching information; analyzing data; drafting, editing, and formatting documents, presentations, and briefings; and producing standard reports from the database. Responsible for communicating with donors and volunteers as assigned, including attending volunteer and athletic meetings, contests, and events.

Responsible for coordinating departmental communications, including, but not limited to: website maintenance, email and direct mail, and event invitations and registration pages. Responsible for planning events including venue selection; securing rental equipment; printing and preparing nametags; and coordinating with vendors and other staff members.

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 the department or division as assigned.

Professional Experience/Qualifications

Proficiency with Microsoft applications, including Excel and Microsoft Word
Proficiency with Google suite of software, especially Docs, Sheets, and Calendar
Experience with databases, CRMs, and/or web platforms
Capacity to work well independently and with little direction
Requires strong verbal and written skills, accuracy, attention to detail, flexibility, and willingness to take on new assignments
Ability to interact in a collegial manner with a culturally diverse group of faculty, staff, and students
Must be able to manage confidential and sensitive information with a strict adherence to confidentiality
Staffing Colgates annual Reunion weekend is a requirement of the position

Preferred Qualifications

Experience in an academic setting
Experience with travel expense software, especially Concur
Experience with fundraising databases, especially Blackbaud products

Education

An Associates degree, or a combination of education and experience from which comparable skills are obtained is required

Other Information

Work Schedule:

Full-time
37.5 hours per week

Job Open Date: 01/22/2025
Job Close Date: 4/4/2025
Open Until Filled Yes

Special Instructions Summary

To view the full job posting and apply for this position, go to: https://careers.colgate.edu/postings/6155

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 or Executive Orders.

CAMPUS CRIME REPORTING AND STATISTICS

The Department of Campus Safety will provide upon request a copy of Colgates 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.