Administrative Department Coordinator, Campus Safety

Posting Details

Position Information

Job Category Support Staff

Position Title Administrative Department Coordinator, Campus Safety

Full Time/Part Time Full Time

Division Dean of the College

Department Campus Safety

Work Arrangement type On-Site (Hamilton, NY) – expected to work fully at the designated campus/office location.

Hiring Wage/Salary Range $20.50 - $22.50 / hour

Professional Experience/ Qualifications

• Professional

Experience

• 1 to 3 years of administrative experience with progressive responsibilities.

• Technical & Software Proficiency: Demonstrated skill with MS Office and Google Suite; ability to utilize data systems (ERP/Banner, Business Intelligence/Tableau) and quickly learn Safety/Security/Life Safety software and programs.

• Communication & Collaboration: Strong verbal and written communication skills with the ability to work collegially with diverse groups of faculty, staff, students, and community members.

• Customer Service & Reception: Customer service experience with a demonstrated ability to professionally greet visitors, resolve inquiries, and handle high-traffic environments.

• Problem Solving & Judgment: Strong analytical skills, solid judgment, and a proactive approach to solving problems and making timely decisions aligned with organizational goals.

• Task Prioritization & Flexibility: Detail-oriented approach with the ability to manage multiple tasks, priorities, and travel logistics in a dynamic setting.

• High-Traffic Work Environment: Must be able to work well in a high foot traffic area.

• Data Reporting & Consolidation: Ability to cull and consolidate data for reports.

• Project Execution: Experience with timely and efficient execution of special projects.

• Preferred Qualifications

• Three or more years of administrative experience is preferred.

• Familiarity with Safety/Security/Life Safety Software, hardware, systems, and programs.

Education

• A minimum of an Associate’s degree is required, or a combination of education and experience from which comparable skills are attained.

• Certifications

• A current valid driver’s license, in accordance with the University’s Driver Safety and Motor Vehicle Use Policy is required.

• 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

• Administrative work involves frequent sitting for extended periods of time. Limited outside work may involve some exposure to hazards or physical risks, which require following basic safety precautions. Work requires moderate physical activity: handling of average-weight objects; stooping and bending; moving, lifting, and carrying; and standing or walking for extended periods of time.

• Other Information

• This position has been designated as a Campus Security Authority (CSA), in accordance with the federal statutory requirements of the Jeanne Clery Act. CSAs are required to and responsible for reporting allegations of crimes they receive from students and employees to the Campus Safety Department.

• Work visa sponsorship is not available for this position.

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

• The Colgate University Campus Safety team endeavors to identify and resolve safety and security barriers while educating the campus community in the delivery and application of safety services and practices that create a thriving campus environment for all to live, work, learn, teach, and develop. Consistent with the educational goals and values of Colgate University, we are committed to building community partnerships that foster mutual trust and respect, and to delivering services in a fair, impartial, collaborative, and compassionate manner, with awareness of the diverse experiences of Colgate’s students, faculty, staff, and guests.

• Accountabilities

• Responsibilities include coordination and support of the daily operations of the department. The position provides limited support, as needed, to the Assistant Vice President for Emergency Management, University Safety, and Transportation.

• Daily Administrative Operations: Coordinate the daily administrative operations of the department, greet visitors to maintain a welcoming environment in a high-foot-traffic reception area, and respond to information inquiries.

• Office & Document Management: Maintain accurate departmental records, research information, analyze data, prepare/format reports and presentations, manage office supplies, and process vendor quotes, purchase orders, and requisitions.

• Calendar, Travel, & Scheduling: Coordinate calendars, itineraries, contacts, and staff correspondence; manage travel arrangements across multiple destinations, and coordinate building, room, and service requests.

• Communications, Social Media, and Website Maintenance: Execute departmental communications, including website updates, newsletters, social media account(s), posters, and event invitations.

• Financial Monitoring: Track and monitor departmental budgets, reporting on variances, expenditures, and potential issues.

• Event Planning & Execution: Coordinate all aspects of departmental events, including logistics, vendor negotiations, attendee RSVP lists, and special participant requests.

• Student Staff Support: Assist with the coordination of work and schedules of student or casual wage employees, including reviewing and processing web time entries.

• Strategic Support & Diversity Initiatives: Support university goals for diversity, inclusion, and sustainability by promoting equitable practices and eco-friendly office behaviors.

• New Hire and Employee Onboarding: Assist in the search and onboarding process of new departmental employees.

• Special Projects & Committees: Execute special projects, additional activities, and committee work unique to the department or division as assigned.

• Technical Data Systems: Demonstrated ability to enter, manipulate, query, and export all data sets used in day-to-day situations, as well as use core functionality of all relevant systems.

• Administrative Procedures & Documentation: Demonstrated mastery of Colgate administrative policies/procedures, ability to train others or create desktop guides, and pull together sensitive data into an organized, cohesive product.

• Customer Service Methods: Demonstrated ability to listen, respond effectively, and follow up appropriately on inquiries, using specialized knowledge to assist others in resolving problems and identifying opportunities to improve service methods.

• Effective Communication: Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback. Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.

• Problem Solving & Decision Making: Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.

• Change Management: Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.

• Leadership & Teamwork: Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; builds productive relationships to enhance individual and organizational effectiveness; and treats others with respect.

• Posting Detail Information

• Requisition Number

• 2026S067Posting

• Temporary

• No

• Work Schedule

• Monday through Friday from 8:30 a.m. to 5:00 p.m.

• Limited weekends/after hours to su