Retreat Assistant

Vassar College

Retreat Assistant

Department: Campus Dining - Retreat
Duration of Position: Full year / Part time
Work Schedule: Monday-Friday 9:00am-4:00pm
Employee Type: Staff
Posting Date: 01/20/2023
Union Representation: Not Applicable
Posting Number: AS325P
Pay Rate:

About Vassar College
Located in the scenic Mid-Hudson Valley, Vassar College is a highly selective, residential, coeducational liberal arts college. Vassar stands upon the homelands of the Munsee Lenape.Vassar College is deeply committed to increasing the diversity of the campus community and to promoting an environment of equality, inclusion, and respect for difference. The College is an Equal Opportunity and Affirmative Action employer, and especially welcomes applications from veterans, women, individuals with disabilities, and members of racial, ethnic, and other historically underrepresented groups.Vassar College is a smoke-free, tobacco-free campus.Note: Vassar College has a universal vaccination policy requiring a COVID-19 vaccination, including a booster, for all employees except for those exempt for medical or religious reasons.

Position Summary and Responsibilities
The Retreat Assistant provides administrative and operational support to the Dining program and during the summer provides support for the dining needs of Summer Programs and intersession students. Key responsibilities include: administrative tasks, processing billing and budget charges, performing data entry and record keeping tasks, and assisting with daily reports to monitor for data integrity and efficient operation of the dining program. This is an hourly, staff, non-union position.

Vassar College currently has a telework policy that some applicants may find attractive. For more information, click here.
Responsibilities:

• Campus Dining Human Resource Liaison
  • Complete Status Change form (SCF) submissions for all Vassar dining employees and contracted Dining Services employees (Bon Appetit) per management directive ( i.e; terminations, hires, changes to schedule, off probation, awarding job postings, leave of absence, etc.)
  • Maintain, update, and distribute the employee seniority lists for all dining operations (Retreat and Gordon Commons) and classifications.
  • Print the college's internal job postings and provide to management for posting at the Retreat location.
  • Create employee notification letters in collaboration with management for intersession breaks to be distributed by management.
  
  
  
• Payroll
  • Serve as the Retreat SEIU Employee payroll timekeeper and 1st approver in Workday
  • Manage student payroll for any dining student employees by managing records and submitting through Workday.
• Student Employment
  • Prepare and approve the online posting of dining student job descriptions for all dining locations (Retreat and Gordon Commons) through the JobX portal
  • Hire and terminate student workers through the Workday system.
  • Working with management, schedule student workers
• Purchasing
  • Create, manage, reconcile, and renew single and blanket purchase orders through Workday for all dining needs and equipment replacement and repairs.
• Reporting
  • Manage, perform, and maintain sales reporting and dining counts through Blackboard Reporting System/Transact (i.e. board meals, staff meals, Vcash)
  • Coordinate with CIS team on specific reports needed to ensure effective and efficient monitoring of the dining operation.
  • Generate ad hoc reports and spreadsheets for business need upon request
  • Schedule daily automated email of Sequoia reports to management.
  • Track, reconcile, and report weekly credit card transactions to management.
• Accounts Payable and Budget Management
  • Perform general ledger (GL) coding for all Retreat invoices
  • Work with suppliers to add new vendors or change vendor information in Workday.
  • Process department billing for dining during intersession periods
  • Process credit card payments for local vendors
  • Verify and confirm all transactions of Pcard by submitting receipts and reconciling charges.
  • Manage daily credit card sales transactions at all registers and submit reports monthly to Vassar Accounting.
  • Responsible for weekly billing of all catering events noted in CaterTrax.
  • Responsible for billing for summer intersession programs - housing and dining.
• Inventory
  • Print inventory count sheets for Retreat Management weekly
  • Enter inventory counts weekly for Retreat and Bridge Cafe
  • Review discrepancies on summary and detail inventory reports, make changes as needed
  • Forward inventory reports to the Retreat manager for their review and final approval.
• Operational Support
  • Enter facility work order requests through the TMA system for all dining operations as needed and directed by management.
  • Maintain records on all work requests
  • Reserve rooms on campus through EMS as needed by management
  • Manage the retention and renewal of all Department of Health permits necessary to operate all dining locations
  • Manage all department motor vehicle registration records and renewals.
  • Maintain records for outside repair vendors like Ferolite) for all contracted repairs on Retreat equipment.
  • Order office supplies for the Retreat through Workday .
  • Manage the Meals to Go program and send email communication to students who pre-ordered meals.
• Perform other duties as assigned based on business needs

Qualifications

• A minimum of two to four years of previous administrative support experience and/or training required. Experience with Microsoft Office (including Word and Excel) is required. Proficiency in database management and report generation.
• Experience with reconciling a budget, processing payments, working with numbers, and completing spreadsheets.
• Ability to learn new programs and software as needed.
• Ability to effectively complete detailed tasks in a busy environment.
• Ability to interact effectively with a diverse community of faculty, students, staff, prospective students, and visitors in a knowledgeable and helpful way.
• Must have a professional, problem-solving demeanor; excellent judgment; demonstrated ability to work independently; strong organizational skills; and the ability to effectively manage deadlines and multiple, competing 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/3035.



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