Job Information
St. Lawrence University Administrative Assistant I in Canton, New York
Position Information
Position Title Administrative Assistant I
FLSA Non-Exempt
Primary Responsibilities
Purpose and Primary Responsibility:
Under the direction of the Director of Dining and Conference Services, this position is responsible for coordinating room and catering reservations on campus, with a few exceptions, but including Gunnison Chapel (ie weddings), reservations for Canaras Conference Center, managing reservations and billing, collection of payments, making deposits and tracking to ensure applied to appropriate budgets/guests for all events, catering and Canaras Conference Center. Coordinates all reservations and catering for Trustees, Commencement, Reunion and Presidential Events. General clerical support for Dining & Conference Services
Duties and Responsibilities:
Room Reservations:
Main contact person for room and catering reservations. Enforces room reservation policies for both on- and off-campus groups. Coordinates dining services, facilities, security, heating plant and IT departments to ensure on campus events are executed.
Reserves spaces for faculty/staff after drop/add period and coordinates room changes for final exams.
Administrator of the Event Management System- EMS . Reviews and confirms rooms requested on the system. Member of the EMS administrative team which trains and updates other users as needed and troubleshoots problems with the system. Updates required information in the system as needed.
Committee member for Commencement, Laurentian Weekend, Reunion and Trustee Events
Conferences/Weddings:
Coordinates with Catering Manager on conference planning. Assumes responsibility of conference groups if coordinator is unavailable. Maintains contact with all support services on campus for needs of outside groups.
Assists academic departments with annual and bi-annual events. Reserve multiple spaces for conferences, workshops, and coordinates any and all changes with each aforementioned department.
Coordinator of all wedding reservations on campus. Enforces wedding reservation policy regarding established criteria by verifying eligibility of couple requesting chapel. Provides information on chapel regarding chapel fee, chapel organist, general rules, and restrictions. Reserves chapel and coordinates all support services needed. Coordinates billing of all weddings in chapel through Business Office. Has to ensure all insurances, policies and required university forms are completed.
Coordinates receptions for eligible couples in reserved spaces. Coordinates logistics with couple and maintains contact with service support departments for receptions. Has to ensure all insurances, policies and required university forms are completed. Coordinates billing, payments and deposits of all receptions through Business Office.
Catering:
Coordinates catering needs with manager of Catering. Initiates and adjusts/updates catering orders via Catertrax (catering software) to be processed and in some cases works to directly bill customer.
Coordinates and reviews all information for special catering functions, to include date(s), type of function, location of building/room to be reserved, start and end times, set-up and AV requirements, and other special support services required. As well as start/end time of catering, set up time, pick up time, contact person, number of people, menu specifications, billing information, sponsoring department/organization, Responsible for sending appropriate information to each department involved in a timely manner.
Maintains and updates Catertrax for special events for Dining Services staff.
Other:
- Provides back-up support for the other clerical positions in the office to include backing up a Confidential II which requires onboarding new part time employees with new hire paperwork, filing confidential documents in employee folders, completing payroll via Kronos for all dining staff and processing invoices via Colleague Updates accrual benefit banks in Kronos. Must be knowledgeable of SEIU Bargaining Agreement and of all state and federal form requirements. Backs up Purchasing Clerk with general responsibilities with NetMenu and CBORD
Canaras Conference Center
- Coordinator for Canaras Conference Center under direction of Director of Dining Services
A.) Manages reservations with guests, to include on campus departments, alumni and wedding parties. Is the main point of contact.
B.) Determines all billing and invoices for Canaras guests. Submits bills to guests, receives and tracks payments for online in mail transactions and completes interdepartmental charges
C.) Initial point of contact for weddings and non-university groups
D.) Assists Director and Kitchen Manager to recruit and on board Canaras staff
Under the direction of the Director of Dining Services and Conference Services, provides general secretarial/clerical assistance to the department.
Create and maintain spreadsheets for catering billing and process monthly budget transfers. Responsible for billing and collections on catering invoices both internal and external clients. Confirms all billing/invoices are correct and are processed for payment.
Receive and file all incident/accident reports. Shares incident reports with Director and HR as needed.
Responsible for maintaining the SEIU seniority list, employee contact information for full and part time employees and receives and files all call in sheets from dining units.
Audits early student arrivals and prepares budget transfer form to charge departments
Processes the daily mail bags for dining units and for incoming/outgoing university mail.
Provides general clerical support for main Dining Office to include
perform general telephone work; answer and direct calls
Prepares and types general correspondence memos, letters and forms (some confidential in nature), to all Dining Services employees requested by the director, and/or managers.
Perform copy services; place large orders with Office Services
Create, print and laminate any signs for marketing, catering or dining units as requested
Distributes guest meal tickets to on campus departments as requested
Maintain the Dining & Conference Services website (5% of time – sporadic/as needed)
Responsible for updating the website with hours of operations, changes to hours of operations, meal plan information, contact information and all other information found on website
Download digital pictures; adjust, crop, resize to website, when necessary
Assists students, parents, employees and colleagues with dining related questions and inquiries to answer questions, direct them as needed and resolve concerns
Other duties as assigned.
Minimum Qualifications
Associate degree is required. Two years’ experience in a secretarial/clerical position required. A combination of education and related experience of four years will be considered. Excellent oral and written communication skills, organizational skills and time management skills required. Must be able to handle multiple tasks simultaneously. Extensive knowledge of Excel, Word for Windows in necessary, must be able to learn new computer programs ( EMS , Net Menu, Kronos, Colleague, etc) quickly with minimal assistance, and operate standard office equipment.
Confidentiality is required.
Preferred Qualifications
Previous experience in catering or conference services, bookkeeping or accounting helpful.
Salary CSEA Level 15 $17.72 - $24.49. The actual compensation will be determined based on experience and other factors permitted by law.
Status (FT, PT, Seasonal, Temp) FT Seasonal
Posting Detail Information
Posting Number ST01345
Desired Start Date
Open Date (to accept applications)
Close Date (date applications will not be considered)
Open Until Filled Yes
Special Instructions to Applicant
Please complete application form and include contact information for at least three professional work references. Upload required documents in the “applicant documents” section.
All offers of employment are contingent upon successful completion of a background (including criminal records) check.
Supplemental Questions
Required fields are indicated with an asterisk (*).
Do you have an associate's degree or higher?
Yes
No
How many years of related work experience do you have?
1-3
3-5
5+
Applicant Documents
Required Documents
Resume
Cover Letter/Letter of Application
Optional Documents
Reference Letter 1
Reference Letter 2
Reference Letter 3