Office Specialist - L

New York, United States
Salary Not specified
Nov 12, 2020
Employment Level
Employment Type
Full Time

Vassar College

Office Specialist - L

Department: International Programs
Duration of Position: Full year / Full time
Work Schedule:
Employee Type: Staff
Posting Date: 11/05/2020
Union Representation: CWA
Posting Number: AS008P
Pay Rate: $16.00/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 Office Specialist supports the activities of the Office of International Programs and reports to the Director of International Programs and also works closely with the Assistant Director. This position interacts regularly with a variety of stakeholders including: administrators, staff, faculty, students, international partners and program representatives, and occasionally parents.


  • Provide for general office reception both in person and by phone. Must be familiar with general office practices and software, such as Gmail, Google calendar, Google Drive , Microsoft Word, Excel.
  • Assist with calendar management and meeting scheduling for the two administrators within the department.
  • Reserve campus spaces for department events.
  • Compile itineraries for the department's guests to campus.
  • Establishes and maintains office records, including student enrollment data.
  • Conduct initial processing of mail and e-mail documentation received such as transcripts, student participant forms, or invoices.
  • Track and collect components of students' visa application materials. This includes guiding students through the process and organizing applications.
  • Respond to questions from students and other constituencies regarding the processes for study abroad.
  • Submit electronic approvals for Vassar study abroad students in international partner portals.
  • Maintain and enter data into the Banner system and Terra Dotta application management system. Pull information and reports for analysis when applicable.
  • Process payment requests and expense reports through the Vassar Workday system.
  • Collaborate with travel agency to book travel for administrators and other constituents as relevant.
  • Supervise student employees (1-2 students during the academic year; 1 student during winter break)
  • Other duties as assigned.

  • Associates degree (or higher) preferred.
  • A minimum of three to five years of progressively responsible administrative support experience.
  • Prior work experience in a higher education setting preferred.
  • Demonstrated ability to work and communicate effectively with diverse constituencies and competence in oral and written communications.
  • Tact, diplomacy and the ability to exercise discretion and confidentiality are required, as is a demonstrated ability to exercise resourcefulness and professionalism while managing multiple tasks.
  • Evidence of strong time management and organizational skills, attention to detail, and the ability to apply independent judgment and problem solving with limited supervision and instruction.
  • Excellent computer skills and experience required.

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:


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