Administrative Assistant -K

New York, United States
Salary Not specified
Feb 18, 2021
Employment Level
Employment Type
Full Time

Vassar College

Administrative Assistant -K

Department: Cognitive Science Department
Duration of Position: Academic year / Part time
Work Schedule: 25 hours/week, 42 weeks/year
Employee Type: Staff
Posting Date: 02/16/2021
Union Representation: CWA
Posting Number: AS024P
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 Cognitive Science. The Administrative Assistant assists the department chair, faculty, staff, students, and visitors with administrative functions. This position additionally supports the Vassar College Institutional Review Board (IRB). The Administrative Assistant position is a part time, 25 hours/week position for the academic year (42 weeks/year), however a minimum of 2 hours/week, potentially up to 4 hours/week, will be required for 10 weeks in the summer, typically from the end of June to the beginning of August.

  • 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.
  • Assist faculty with preparation of course and professional materials, reimbursements.
  • Maintain the shared department calendar for semester deadlines, meetings, events. This includes room reservations.
  • Co-supervise the student office intern and placement of student employees such as faculty research assistants and course academic interns.
  • Coordinate with Registrar office regarding class schedules, enrollments, student records, curricular changes, etc.
  • Maintain and reconcile department budgets and any gift or endowment funds. Assist with annual allocations requests.
  • Organize paperwork for faculty & staff reimbursements.
  • Place and track orders as requested by faculty and staff. Maintain inventory for office and other department supplies.
  • Assist in the purchase and renewal of annual service contracts for laboratory equipment.
  • Distribute department mail to faculty and staff mail boxes.
  • Report building problems to Facilities Operations, and maintain log of ongoing and completed building repairs.
  • Organize and maintain all department records. This includes confidential personnel files and letters, and faculty assessment materials.
  • Provide travel arrangements, accommodations, interview and meal schedules for department job candidates. This includes assisting faculty with professional travel arrangements and guest speaker arrangements.
  • Update department website as needed.
  • Participate actively in departmental special events, which includes organizing events, catering, student orientation etc.
  • Perform other duties as assigned.

IRB Responsibilities

  • Handle all inquiries regarding IRB procedures. This includes answering questions where possible and otherwise forwarding them to the IRB chair(s), keeping a record and following up with chair(s) on the inquiries.
  • Create, send, and file necessary correspondence regarding IRB approvals or other official decisions.
  • File submitted exempt determination forms, full IRB applications, and IRB committee/chair responses and approvals.
  • Schedule IRB committee meetings and distribute materials needed. Check with IRB members regarding continuing participation on the committee.
  • Assist with maintaining and updating the IRB website and procedures.
  • Gain familiarity with the federal IRB regulations and how procedures serve to implement them.

  • A minimum of two to four years administrative support experience and/or training.
  • Ability to interact effectively with a diverse community of students, faculty, staff and visitors.
  • Ability to effectively manage deadlines and multiple competing priorities while maintaining attention to detail and exercising good judgment.
  • Must exercise discretion and maintain confidentiality.
  • Maintain a professional problem-solving demeanor during sometimes stressful situations.
  • Ability to work independently and with other departments on campus including Accounts Payable, Registrar, Purchasing, Student Employment, Human Resources, Building & Grounds. Campus Activities, and other academic departments with whom we share space.
  • Strong computer skills are required including proficiency with both Mac and PC platform environments, Microsoft Word, Microsoft Excel, Google’s suite of tools (Gmail, calendar, drive, docs, etc.), Workday (or comparable database systems), Moodle (or comparable course management system), and a variety of email and internet browsers. Must be open to learning new software as needed.
  • Excellent written and verbal communication skills and telephone manner are essential.

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: 02/22/2021

All applicants must apply online at:


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