Administrative Assistant - K

Vassar College

Administrative Assistant - K

Department: History Department
Duration of Position: Academic year / Full time
Work Schedule: Full Time, 42 weeks/year
Employee Type: Staff
Posting Date: 10/19/2020
Union Representation: CWA
Posting Number: AS002P
Pay Rate: $15.00/hour

About Vassar College
Located in the scenic Mid-Hudson Valley, Vassar College is a highly selective, residential, coeducational liberal arts college. Vassar is strongly committed to fostering a community that reflects the values of a liberal arts education and to promoting an environment of equality, inclusion and respect for difference. Vassar College is an affirmative action, equal opportunity employer, and applications from members of historically underrepresented groups are especially encouraged. Vassar College is a smoke-free, tobacco-free campus.

Position Summary and Responsibilities
The Administrative Assistant provides administrative and operational support to the Department of History and Victorian Studies Program, supporting the department chair, faculty, staff, students, and visitors with administrative functions.

Responsibilities:

• Report to and work closely with the department chair on all subjects including annual reports, staffing plans, course masters, and professional correspondence.
  
• Serve as a primary contact for students and visitors, answer the department phone, respond to email queries, meet the needs of students and visitors as they come into the office, etc.
  
• Maintain the shared department calendar for semester deadlines, meetings, events, and arrange room reservations.
  
• Assist faculty with preparation of course and professional materials.
  
• Coordinate with Registrar Office regarding class schedules, enrollments, student records, curricular changes, end of year GPA report for departmental honors, etc. Submit Course proposals and curricular changes via Curriculog. Update department catalog via Acalog.
  
• Maintain and reconcile department budgets and endowment funds. Assist with annual allocations requests.
  
• Organize paperwork for faculty reimbursements and assist, as needed, with Workday.
  
• Distribute department mail to faculty and staff mail boxes.
  
• Prepare for and respond to any issues related to the annual building Fire Inspection.
  
• Report building problems to Facilities Operations and maintain log of ongoing and completed building repairs. Maintain departmental copiers and printers, order supplies, renew maintenance agreements and arrange for regular maintenance of equipment.
  
• Maintain inventory for office and other department supplies.
  
• Record and distribute department meeting minutes.
  
• Organize and maintain all department records. This includes confidential department personnel files and letters, faculty assessment materials, and department handbooks.
  
• Provide travel arrangements, accommodations, interview, and meal schedules for department job candidates and guest speakers. Process honorariums and publicity for speakers.
  
• Update department website as needed.
  
• Participate actively in departmental special events, which includes organizing events, catering, student orientation, etc.
  
• Coordinate faculty student research assistants and office assistants.
  
• Perform other duties as assigned.
  
  

Qualifications

• Two to four years of administrative support experience and/or training.
  
• Requires the ability to interact effectively with a diverse community of students, faculty, and staff.
  
• Strong computer skills are required including proficiency with Microsoft Word, Microsoft Excel, e-mail and internet browsers, Google’s suite of tools (Gmail, calendar, drive, docs, etc.), Workday and other college systems.
  
• Excellent written and verbal communication skills and telephone manner are essential.
  
• Ability to work independently and with other departments on campus including Accounts Payable, Registrar, Purchasing, Student Employment, Human Resources, Building & Grounds, and Campus Activities.
  
• Must have a professional, problem-solving demeanor and good judgment and discretion, including the ability to maintain confidentiality; also, strong organizational skills, including the ability to effectively manage deadlines and multiple, competing priorities.
  
• Must be able to work independently.

Special Instructions to Applicants
To complete your on-line application, you will be required to attach your resume, cover letter, and contact information for 3 professional references. All attachments must be in PDF format. Review of applications will begin immediately. If you have any questions, please contact Human Resources, 845-437-5820.

For full consideration applicants should apply by:

All applicants must apply online at: https://employment.vassar.edu/postings/1613.



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