Admission and Student Financial Services Coordinator - C

Vassar College

Admission and Student Financial Services Coordinator - C

Department: Admissions Office
Duration of Position: Full year / Full time
Work Schedule:
Employee Type: Staff
Posting Date: 09/07/2021
Union Representation: CWA
Posting Number: AS130P
Pay Rate: $17.31/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. Note: Vassar College has a universal vaccination policy requiring a COVID-19 vaccination for all employees except for those exempt for medical or religious reasons.

Position Summary and Responsibilities
The Admission and Student Financial Services Coordinator will join a creative and inclusive team. The Admission and SFS Coordinator is responsible for supporting the work of and coordinating the schedule of the Dean of Admission and Student Financial Services. The Coordinator manages scheduling, correspondence, records, and travel arrangements for the Dean and leads/coordinates with other departments on special events and meetings hosted by the Dean or for committees and special projects which the Dean oversees. The Coordinator serves as the initial point of contact for communications and appointments with the Dean, including meetings and communications with faculty, administrators, alumni, prospective students/families, and current students. The Coordinator is expected to handle these constituents with care, sensitivity, confidentiality, and unwavering professionalism. Especially during peak operational periods, the Coordinator will also be tasked with other administrative and operational support related to the processing of student applications and fielding prospective student/family inquiries. The Admission and Student Financial Services Coordinator, in collaboration with team members, is expected to support and uphold the College's values regarding access, affordability, and inclusion. This position will report to the Admission Office's Manager of Admission Systems and Operations with a dotted line to the Dean. The Admission and Student Financial Services Coordinator exercises initiative and independent judgment in managing the Dean's schedule in light of and while staying on top the office's daily activities. The Coordinator monitors the budgets supporting the work of the Office of Admission, and ensures timely and accurate record keeping for expenses and other office operations.
Responsibilities:

• Promote a positive image of the office and the College by greeting and receiving visitors, responding quickly and thoughtfully to inquiries from diverse constituencies, providing reliable information regarding Admission policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer's satisfaction with the response.
• Manage the Dean's calendar and keep the Dean apprised of upcoming travel, deadlines, and events. Coordinate and schedule meetings, workshops, events, and committees under the auspices of the Dean. This includes developing agendas, coordinating the schedules of other internal and external participants, creating invites and tracking registration, arranging for meals or refreshments, ordering media and needed technology, and/or taking minutes as requested.
• Using appropriate software, create slide presentations, handouts, posters, and other visuals for meetings and conferences.
• Manage event travel for high school and college fair events as well as speaking arrangements for the Dean. Create and schedule events in our CRM Slate.
• Coordinate phone calls and email communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office for outgoing communications.
• Independently craft and send correspondence to campus community members and other stakeholders on behalf of the Dean, while ensuring accuracy and attention to detail.
• Prepare general correspondence, emails, and reports as needed, this includes formatting letters and performing mail merges using Microsoft Office tools. Prep direct mail materials for mailings.
• Work with the Dean and Director in budget management through Workday. This includes processing of invoices, preparation of requisitions, reconciling credit card payments (including P-card account), ensuring proper allocation to correct budgets and departments, initiation of budget transfers, and investigation of discrepancies.
• Perform general office responsibilities including maintaining and ordering of office supplies, responding to phone, mail, and email inquiries, and welcoming visitors to the office.
• Provide operational support such as entering information into department databases during peak periods. Create queries and develop processes as needed.
• Occasional evening and weekend work hours, especially in support of seasonal admission events.
• Performs other duties as assigned by the supervisor, Director, or Dean.

Qualifications

• A minimum of five years of related experience required; three years directly supporting a senior executive or serving in an executive office preferred.
• Experience in higher education preferred.
• Bachelor’s degree preferred.
• Excellent analytical and organizational skills.
• Must be skilled at managing multiple tasks with accuracy and timeliness with little supervision.
• Facility with Microsoft Office programs, including mail merge, creating labels, and posters in Word, creating and managing spreadsheets in Excel, and developing PowerPoint slides.
• The ability to effectively use Google Apps is necessary, especially Google Drive, Docs, Sheets, Mail, and managing multiple schedules in Calendar. Ability to learn additional business and academic applications such as website management software.
• Strong data entry skills and proficiency in Workday and Slate or other similar ERP or CRM systems is highly desired.
• Excellent interpersonal and written communication skills are required, including the ability to draft and edit complex documents and emails and to exhibit professionalism in all communications.
• Demonstrated ability to independently and effectively handle as well as delegate, monitor, and follow up on the progress of multiple assignments while managing deadlines and multiple competing priorities.
• Strong interpersonal skills, a high level of diplomacy, and the ability to interact well with diverse communities, including all members of the College, alumni, high school administrators, applicants, and parents.
• Must have demonstrated abilities to handle confidential information in a discreet manner, to be proactive, to manage multiple priorities, and to maintain a professional demeanor under pressure.
• Commitment to diversity and building an inclusive community.
• Excellent work ethic with a can-do attitude and a knack for creative problem solving.
• Team player with empathy, respect for others, and a collaborative approach.

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/2169.



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