Administrative Assistant for the Offices of Academic Affairs and Institutional Advancement

Job Description

Job Description

Date: June 4, 2026
Title: Administrative Assistant for the Offices of Academic Affairs and Institutional Advancement

Description: Reporting to the Vice President of Institutional Advancement & External Relations, and the Executive Assistant to the Vice President for Academic Affairs and Provost. The Administrative Assistant for the Offices of Academic Affairs and Institutional Advancement position is a unique opportunity to support the work of two critical divisions of the College; located in the same building on Hartwick’s campus. Academic Affairs is an exciting office whose work lies at the heart of the institution's mission.  Reporting to the Vice President for Academic Affairs and Provost, the office supports the faculty and students and is positioned to see the impact of the work of this office on Hartwick students.  Working in this office is particularly rewarding as the office works with students from their arrival on campus to celebrating their achievements and graduation. Institutional Advancement serves a key role in the life of the College; raising critical funds to support all aspects of the student experience through engagement of alumni, families, foundations, corporations and community members. Leveraging the recent success of the campaign, this position will help the Advancement team continue this momentum.

Responsibilities:

• Serve as reception for the Office of Academic Affairs including answering phones and general inquiries, welcoming guests and visitors
• Recorder for the Enterprise Resource Generation committee of the Board of Trustees
• Support the Assistant Provost and Dean for Teaching, Learning and Assessment
• Support on Academic Affairs Weekly Updates, an essential communication tool for the large Academic Affairs team
• Calendar management for the division and for the Vice President for Institutional Advancement
• Collaborate with the Assistant Provost to prepare, send, and track letters of Appointment and Awards
• Update office web pages as needed
• Data entry
• Departmental procurement, reconciliation and budget management
• Maintain office supplies and manage equipment maintenance
• Summer Academic Planning and Programming
• Donor stewardship activity coordination (ie: student thank you note writing campaigns)
• Support the Assistant Provost with organizing an academic convocation
• Coordinate and/or collaborate on events for the Divisions of Academic Affairs and Advancement – open houses, retreats, academic convocations, on campus alumni and donor events, etc.
• Participate in significant campus activities including Welcome Weekend, True Blue Weekend, and Commencement Weekend
• Working collaboratively with the Office of Campus Vibrancy
• Expected to comply with all applicable College, Federal, State, and local laws, rules and regulations
• As a representative of the College, expected to comport oneself in a professional manner at all times, both on and off campus
• Performs other job-related duties as assigned

Qualifications:  
Minimum requirements for the position are a High School Diploma or GED with two or more years’ of experience in an office setting, preferably in an educational institution.

• Experience using MS Office Suite and Google Suite
• Ability to multitask in a fast-paced environment
• Capability to work on-campus or remotely, with access to telephone and reliable high-speed internet for the latter contingency
• Demonstrated ability to communicate across all mediums in an appropriate and professional manner
• Ability to maintain confidentiality of faculty, student, staff and donor records and communications
• Clean driving record and a valid driver’s license

Wage Range: $20.00 -$23.00

Hartwick operates as a community of learners where there is a very real sense of belonging and connection. By joining Hartwick, you become part of a group of people who work together, share in our successes, and celebrate our accomplishments. All positions at Hartwick contribute to the education and development of students with the opportunity to see the impact on future leaders—what you do at Hartwick really matters.

An independent, residential liberal arts college enrolling approximately 1,100 full-time undergraduates, The College features a general education curriculum designed to give every student a flexible, individualized learning experience that integrates coursework, co-curricular activities, and work experience to cultivate their distinctive strengths and prepare them for the future.  

Our beautiful 425-acre campus is located in the scenic Susquehanna River valley in Oneonta, New York—a charming town near the northern foothills of the Catskill Mountains. Hartwick offers health benefits to domestic partners of employees, flexible scheduling, opportunities to engage in athletic and cultural events (concerts, exhibits, and lectures) and tuition benefits for eligible employees and their dependents.

Hartwick College prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression and is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply. 

Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.

Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process. 

All applicants are asked to submit the following materials with their online applications:
A cover letter;

• A resume; and
• The names and contact information for three references, with annotation regarding how the reference is related to you and your work (at least one of your references must be from a current and/or previous supervisor).

Review of applications will continue until the position is filled.

 

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