Vassar College

Administrative Assistant - K

Department: Hispanic, Italian, Russian Studies, and SILP
Duration of Position: Academic year / Full time
Work Schedule: Full Time, 42 weeks/year
Employee Type: Staff
Posting Date:
Union Representation: CWA
Posting Number: AS152P
Pay Rate: $15.00/hour

About Vassar College
Located in the scenic Mid-Hudson Valley, Vassar College is a highly selective, residential, coeducational liberal arts college. Vassar is strongly committed to fostering a community that reflects the values of a liberal arts education and to promoting an environment of equality, inclusion and respect for difference. Vassar College is an affirmative action, equal opportunity employer, and applications from 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, including a booster, for all employees except for those exempt for medical or religious reasons.

Position Summary and Responsibilities
The Administrative Assistant provides administrative and operational support to the department chair, faculty, staff, students, and visitors for the Departments of Hispanic Studies, Italian, and Russian Studies and to the Self-Instructional Language Program (SILP).

Responsibilities:

• Assist the chair/director 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/program faculty and associated staff with preparation of course materials, professional travel arrangements, professional materials, and reimbursements.
• Manage, supervise, coordinate schedules, and approve time sheets for office student assistants and/or interns.
• Manage and maintain all department/program 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 department/program.
• Manage and maintain the department/program calendar, including scheduling and orientation for academic interns and foreign language teaching fellows.
• Submit room reservations, and maintain schedules for use of classrooms and lounges.
• Handle service requests for building maintenance.
• Maintain department/program office supplies, handle purchase order requests for faculty, and perform general office machinery maintenance.
• Provide general reception support in serving as the primary contact for the department/program in answering phones and emails, and handling in-person inquiries.
• Update written procedures and curricular information, both within the office and outside, including the department/program webpage (course catalog; working with the Registrar's Office to ensure information is current and correct).
• Help coordinate arrangements for department/program 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/program lectures and events, which may include room reservations, catering requests, and adding information to calendars.
• Execute Vassar-Wesleyan Program in Paris letters in fall and spring for Study Abroad Office.
• Coordinate travel, logistics, payments, and scheduling related to the Self-Instructional Language Program.
• Work with other departments on campus including Accounts Payable, Registrar, Procurement, Study Away, Human Resources, and Campus Activities.
• Other duties as assigned.

This position is scheduled to work full time (37.5 hours/week) for the academic year (42 weeks). The position is benefits-eligible.

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.

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/2328.







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