Office Specialist - L

Vassar College

Office Specialist - L

Department: Computing & Information Services
Duration of Position: Full year / Full time
Work Schedule:
Employee Type: Staff
Posting Date: 05/06/2021
Union Representation: CWA
Posting Number: AS065P
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 deeply committed to fostering a community that reflects the values of a liberal arts education and to promoting an environment of equality, diversity and inclusiveness. Vassar seeks to create a pluralistic community for all staff, faculty and students. Vassar College is an Affirmative Action, Equal Opportunity employer, and applications from women, individuals with disabilities and members of historically underrepresented groups are especially encouraged. Vassar College is a smoke-free, tobacco-free campus.

Position Summary and Responsibilities
Vassar College's office of the Vice President for Technology and Human Resources oversees the Human Resources (HR) and Computing and Information Services (CIS) operating units. The Office Specialist supports the activities of the VP's office and reports to the Associate Director of Business Services. This position interacts regularly with the VP, leadership teams of HR and CIS, and a variety of academic and administrative departments, including Accounting Services, Procurement, and Facilities & Operations. The Office Specialist exercises initiative, independent judgment, and integrity in all aspects of the job; serves as a key resource for all members of the department; communicates clearly and effectively; is keenly attentive to detail and accuracy; and provides general office support.

Responsibilities:

• Ensure the smooth running of the office on a day-to-day basis. Provide for general in-person office reception and complete office administration tasks such as data entry, mail distribution, filing, copying, scanning, etc. Provide administrative support, including but not limited to the scheduling of internal meetings, to members of CIS and HR as needed. Coordinate between corresponding roles in HR and the EOAA/Title IX office, such as when organizing department events.
  
• Order and maintain office supplies and assist with other department purchases, ensuring expenses are charged to the appropriate budget lines and remain within the department's allocated budget.
  
• Develop maintenance schedules and manage issues associated with the department's facilities, communicating relevant updates to the department and coordinating these plans with the Facilities department.
  
• Assist the Associate Director in the preparation of regularly occurring budget reports and resulting communications. Process purchase reconciliations, journal entries, and payment requests accurately through the Vassar Workday system. Prepare general correspondence and proofread documents as needed.
  
• Develop and support document lifecycle management practices for the Leadership Team to regularly review and update.
  
• Hire, train, and supervise student workers.
  
• Other responsibilities as assigned.

Qualifications

• Associates degree (or higher) preferred.
  
• A minimum of three to five years of progressively responsible administrative support experience or experience supporting office operations. Prior work experience in a College or University setting preferred.
  
• Proficient with a range of technologies and applications, including but not limited to, Microsoft Office (Word, Excel, PowerPoint), Google Apps (Calendar, Docs, Sheets, Mail), Adobe Acrobat, and Enterprise Business Systems (e.g., Workday).
  
• Evidence of strong time management and organizational skills, attention to detail, and the ability to apply independent judgment with limited supervision and instruction.
  
• Able to adapt and improvise in a fast-paced, unpredictable environment focused on collaboration and continuous improvement.
  
• Communicates effectively with diverse constituencies, prioritizing stellar customer service.
  
• Operates with the utmost integrity, diplomacy, and confidentiality.
  
• Proactive, resourceful, and able to manage multiple priorities.

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/1884.



jeid-5b6fff70f68c96448af6b77dd8c560c0