Academic Centers Administrative and Program Coordinator

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Academic Centers Administrative and Program Coordinator
Hobart William Smith Colleges

Location: Geneva, NY
Open Date: Oct 05, 2023

The Academic Department and Program Coordinator provides efficient and responsive administrative, organizational, and logistical service to four academic Centers: the Center for Global Education, Centennial Center for Leadership, Entrepreneurship and Innovation, Center for Civic Engagement and Service Learning and the Center for Teaching and Learning. This role works both independently and collaboratively in a team-oriented and dynamic environment while regularly demonstrating initiative and informed judgment. The person in this role also assists their assigned departments with coordinating, organizing, compiling, and preparing data and written reports while managing the data collection, in addition to managing payroll, procurement, and event logistics.

Essential Responsibilities:

  • Handle and maintain confidential information on students, both currently enrolled and graduated.
  • Execute day-to-day office operations; support staff, organize, and maintain databases, files, materials, and other office information.
  • Support Center’s budget needs, oversee payroll records and expenditures, reconcile expenses, prepare purchase orders and vouchers, conduct office purchase orders.
  • Oversee tracking, evaluation, and program reporting.
  • Facilitate administrative and operations management for responsible areas.
  • Prepare/Manage calendars for staff and programming.
  • Create and compile reports and presentations.
  • Coordinate logistics for program events and meetings.
  • Assist with website maintenance; ensure all information is current and accurate.
  • Communicate regularly with each Center liaison for workflow management.
  • Serves as New York State Notary Public to assist students and faculty with required documents.
  • Perform other tasks as assigned.


This is a 12-month, full-time, benefits-eligible, administrative hourly position. Occasional evening or weekend work may be required. This position description is not all-inclusive, as other tasks or responsibilities may be assigned. Hourly rate: $21/hr

Minimum Qualifications:

  • Ability to promote and value diversity, equity, and inclusion.
  • Associates degree or the equivalent of education and 2 years related administrative work experience required (Bachelors degree preferred).
  • Computer literacy and knowledge of various office practices & procedures, and competency in Microsoft Office products including Word, Excel, and Outlook.
  • Ability to manage multiple, on-going and complex student matters.
  • Strong communication and organization skills
  • Ability to organize, multitask, manage and set proper priorities with independent judgment.
  • Highly reliable, flexible and adaptable.
  • New York State Notary Public (or acquire within 3-6 months).

Application Instructions
To apply, visit

Review of applications will begin immediately and continue until the position is filled. Interested applicants are encouraged to submit a cover letter, resume and the names with contact information of at least three (3) professional references to our application service, Interfolio (utilizing the Apply link on the right). Background check required.

If you have a question or need help on uploading your application materials, please contact Interfolio’s support team at or call 1-877-997-8807 between the hours of 9:00 a.m. through 6 p.m., EST, Monday through Friday.

Hobart and William Smith Colleges are committed to providing a non-discriminatory and harassment-free educational, living and working environment for all members of the HWS community, including students, faculty, staff, volunteers, and visitors. HWS prohibits discrimination and harassment in their programs and activities on the basis of age, color, disability, domestic violence victim status, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, veteran status, or any other status protected under the law. Discrimination on the basis of sex includes sexual harassment, sexual violence, sexual assault, and other forms of sexual misconduct including stalking and intimate partner violence, and gender-based harassment that does not involve conduct of a sexual nature.


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