Administrative Assistant - K

Vassar College

Administrative Assistant - K

Department: Art Department
Duration of Position: Academic year / Full time
Work Schedule: 42 weeks/year
Employee Type: Staff
Posting Date: 06/08/2021
Union Representation: CWA
Posting Number: AS083P
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 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
The Administrative Assistant provides administrative and operational support to the Department of Art. The Administrative Assistant assists 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.
  
• Assist faculty with preparation of course and professional materials, reimbursements.
  
• Maintain the shared department calendar for semester deadlines, meetings, events. This includes room reservations.
  
• Supervise the student office intern and placement of student employees.
  
• Coordinate with the Registrar office regarding class schedules, enrollments, student records, curricular changes, etc.
  
• Maintain and reconcile department budgets, 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 equipment.
  
• Distribute department mail to faculty and staff mailboxes.
  
• 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 arrangement.
  
• Update department website as needed.
  
• Participate actively in departmental special events, which includes organizing events, catering, student orientation etc.
  
• Perform other duties as assigned.

Qualifications

• 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.
  
• Strong organizational and time management skills are required.
  
• 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 and Campus Activities.
  
• 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), 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:

All applicants must apply online at: https://employment.vassar.edu/postings/1955.



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