Administrative Assistant-K

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 and the Medieval and Renaissance Studies program. This is a full-time, academic year, benefit eligible position. This is an on-campus position.

Responsibilities:

• Assist English Department chair 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 the Director of the Medieval and Renaissance Studies program with their responsibilities, including but not limited to, annual reports, staffing plans, course masters (CPI), and program events.

• Work 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.

• Track, maintain, and reconcile 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.

• 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 with 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 expenses, course materials as well as setting up accommodations.

• Help with 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.

• 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, Google's 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.

Compensation 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 Anticipated Start Date 08/19/2024 Anticipated End Date Quicklink for Posting https://employment.vassar.edu/postings/3806 Open Until Filled Yes