Administrative Assistant - K

New York, United States
Salary Not specified
Feb 01, 2021
Employment Level
Employment Type
Full Time

Vassar College

Administrative Assistant - K

Department: Alumnae/i Affairs & Development Office
Duration of Position: Full year / Full time
Work Schedule:
Employee Type: Staff
Posting Date: 01/25/2021
Union Representation: CWA
Posting Number: AS034P
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
This position provides administrative support to the Director of Donor Relations and the rest of the team in the Donor Relations department. This position is currently remote, for a temporary length of time. Remote work will be re-evaluated by the department and the College as needed.


  • Proactively support the Director in all aspects of the administering the Donor Relations department, including scheduling meetings and coordinating calendars for Director, creating project timelines, tracking to-dos and deadlines, proofreading documents.
  • Assist the DR Department with the assembling, emailing or mailing, processing and tracking of standard acknowledgement letters, standard condolence letters and standard IMO and IHO letters.
  • Extensive data entry and maintenance of data in OAAD's CRM database thankQ, along with entering and manipulating data in additional internal Vassar databases.
  • Prepare mailings, either individual correspondence or large mail merges and package/mailing assembling and mailing. Pick up mail and packages for DR.
  • Tracking and data entry of DR administrators' correspondence and mailings.
  • Ability to research and problem solve administrative issues, particularly with other Vassar departments.
  • Maintain all electronic and paper filing systems as directed.
  • Answer telephone lines for multiple administrators, field general questions about Gift Planning and Estate Administration and resolve requests. Check mailbox, pick up mail and packages for DR.
  • Coordinate meetings and calendars on behalf of multiple administrators.
  • Support office productivity functions, including mail retrieval, office supply purchasing and coordinating third-party services for the department.
  • Pay invoices, submit purchase orders, assign budget allocation, track invoice payments for Donor Relations office.
  • Make occasional travel arrangements for administrators, including conference registrations, and provide assistance while administrators are traveling.
  • Performs other duties as assigned.

  • Associates Degree preferred.
  • A minimum of two to four years of administrative support experience and/or training.
  • Have demonstrated experience working with and understanding of relational databases.
  • Excellent written and verbal communication skills and telephone manner are essential.
  • Reliable, highly-organized, with an extremely high level of attention to detail and follow-through.
  • Ability to work independently and prioritize projects. Ability to exercise good judgement for when to involve other administrators or supervisor to help solve problems.
  • Strong computer skills are required, high-level proficiency with Google suite and Microsoft Office Suite, and a willingness to learn new technology and software applications.
  • The successful candidate will be a team player, with the ability to maintain confidentiality, while managing deadlines and multiple, competing priorities in a fast-paced work setting.
  • Requires the ability to interact effectively with a diverse community of students, parents, faculty, and staff.

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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