Vassar College

Administrative Assistant-K (Part-time)

Department: Dean of the Faculty Office
Duration of Position: Academic year / Part time
Work Schedule:
Employee Type: Staff
Posting Date: 10/03/2023
Union Representation: CWA
Posting Number: AS425P
Pay Rate: $17.80 per hour
Compensation:

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.

Position Summary and Responsibilities
The Administrative Assistant provides administrative and operational support to the department chair, faculty, staff, students, and visitors for the Department of English, Department of Greek and Roman Studies, and the Exploring Transfer and Ford Scholars summer programs.

This position is scheduled to work part time, 25 hours/week, for the 42 weeks of the academic year (mid-August to mid-June) and up to 20 hours/week for Exploring Transfer and Ford Scholars summer programs, as needed (mid-June through end of July). The position is benefits-eligible.

Responsibilities:

• Assist department chairs with their responsibilities, including but not limited to, annual reports, staffing plans, course masters (CPI), professional correspondence, and assisting with clerical duties regarding new faculty searches.
• Assist other department faculty and associated staff with preparation of course materials, professional travel arrangements, professional materials, and reimbursements.
• Coordinate with Student Employment on student positions, supervise, coordinate schedules, and approve time sheets for office student assistants and/or interns.
• Manage and maintain all department records, which may include confidential personnel information for both faculty and students alike, including honors analyses and department prizes.
• Tracking, maintaining, and reconciling budgets associated with the departments, including processing invoices and reconciling department credit card charges.
• Manage and maintain the department calendar, including scheduling and orientation for academic interns and foreign language teaching fellows.
• Maintain department/program supplies, handle purchase order requests for faculty.
• Provide general reception support in serving as the primary contact for the departments in answering phones and emails, and handling in-person inquiries.
• Update written procedures and curricular information, both within the office and outside, including department webpages (course catalog; working with the Registrar's Office to ensure information is current and correct).
• Help coordinate arrangements for department guests, which may be for guest speakers, lecturers, and/or candidates for faculty searches. This will include, but is not limited to, travel reimbursements, as well as setting up accommodations.
• Help coordinate arrangements for department lectures and events, which may include room reservations, catering requests, and adding information to calendars.
• Work with other departments on campus including Accounts Payable, Registrar, Procurement, Study Away, Human Resources, and Campus Activities.
• Provide administrative support for the Ford Summer Scholars Program, including but not limited to organizing and tracking the student application process for the Ford Scholars program.
• Provide administrative support for Exploring Transfer (ET) Program, including but not limited to organizing and tracking student and counselor application processes for ET.
• Submit room reservations, and maintain schedules for use of classrooms and lounges for Ford and ET, as well as coordinating housing needs for ET faculty.
• Other duties as assigned.

Qualifications

• A minimum of two to four years administrative support experience and/or training.
• Strong computer skills are required including proficiency with both Mac and PC platform environments, Microsoft Word, Microsoft Excel, Googles suite of tools (Gmail, calendar, drive, docs, etc.), Workday (or comparable database systems), Curriculog, and a variety of email and internet browsers. Must be open to learning new software as needed.
• 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.
• Excellent written and verbal communication skills and telephone manner are essential.
• Ability to interact effectively with a diverse community of students, faculty, staff and visitors.

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/3567.







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