Office Specialist - L

Vassar College

Office Specialist - L

Department: Dean Of Studies Office
Duration of Position: Full year / Full time
Work Schedule:
Employee Type: Staff
Posting Date: 10/04/2021
Union Representation: CWA
Posting Number: AS143P
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. 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 Office Specialist supports the activities of the Assistant Dean of Studies/Director of Fellowships and Prehealth Advising. The Office Specialist is the first point of contact for external visitors and callers interested in engaging with the work of the office. This position interacts regularly with Faculty, Academic Department Administrative Assistants, Computing and Information Services as well as the Controller's Office. Additionally, there is regular and constant interaction with students. This position serves as the key liaison in handling arrangements for formal and informal meetings, managing the extensive meeting calendar, and insuring that students are receiving services in a timely manner.

Responsibilities:

• Provides reception and responds to inquiries from students, faculty, administrators and visitors;
• Coordinates department meetings and events (collaborating with Campus Activities, utilizing Virtual EMS);
• Arranges for reimbursement for travel and balances credit card statements;
• Enters information into department databases and assists with the management of the department's websites (Word Press, Moodle and CMS);
• Tracks components of fellowship applications and premed files;
• Enters and tracks data using Banner/Brio to run reports for requesting checks for fellowships and prizes, as well as historical queries;
• Establishes and maintains records, such as data for the annual reports, fellowship reports received, student information, budgetary expenditures, and requisitions;
• Schedules appointments and maintains calendars for the director and the Assistant Dean of Studies who supports pre-health advising;
• Prepares and processes forms for prize ceremony, helps to maintain accuracy of the facilitation of this event;
• Coordinates and facilitates the work of the WK Rose Fellowship committee;
• Coordinates and oversees the work of the Premedical Advisory Committee in relationship to the composite letter writing process;
• Requests routine office maintenance and manages document storage protocol;
• Oversees the work of the student assistant which includes collaboration with the Career Development Office to populate a searchable database for opportunities.
• Performs other duties as assigned.

Qualifications

• Three to five years of progressively responsible administrative support experience.
• Prior work experience in a College or University setting preferred.
• Demonstrated ability to work and communicate effectively with diverse constituencies and competence in oral and written communications.
• Strong computer skills are required including proficiency with the Google Apps suite (Drive, Docs, Mail, Calendars, Sheets) and the Microsoft Office suite (especially Word and Excel).
• Proficiency using web-based resources and conducting Internet research are also required, knowledge of Banner and Workday a plus.
• Strong time management and organizational skills, attention to detail, and the ability to apply independent judgement; including the ability to exercise resourcefulness and professionalism while effectively managing deadlines and multiple tasks with competing priorities.
• Must be flexible and adaptable to changing priorities, implementing new technologies and able to work independently and as part of a team.

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/2234.



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