Job Details

Department

Advancement

Job Family

Staff - Union

Vassar College is deeply committed to providing equal employment opportunities to all applicants and employees by promoting an environment of transparency and respect for differences. We welcome applications from individuals of all backgrounds who meet the qualifications of a posting. If you need to request an accommodation to fully participate in the search process, please contact ...@vassar.edu

Job Description

Schedule: Monday - Friday, 8:30-5:00 pm (37.5 hours per week), Full Year

Position Summary

The Office Specialist provides essential administrative and operational support to the Associate Vice President (AVP) for Engagement within the Division of Advancement. This role is critical to the successful oversight of the AVP's portfolio, which includes Alumnae House, Affinity Engagement, Advancement Events and Programs, and Volunteer Engagement and Reunion. In addition, the role supports the AVP's coordination with the Executive Director of the Alumnae/i Association of Vassar College (AAVC), whose portfolio will transition into the AVP's in July of 2026. At that time, the primary function of this position will be supporting the AVP's work with AAVC's Board of Directors and committees. This full time, CWA Union position is predominantly an in person role, but there may be opportunities for occasional remote work upon approval.

Responsibilities

• Supports the budget operations of the office/department: reconcile reports and corporate cards; make vendor payments; process invoices; process journal entries; ensure expenses are charged to appropriate budget accounts and remain within department allocations; provide notice if out of alignment.
  
• Provide administrative support for meetings, calls, and booking travel; prepare documents, reports, and correspondence, and maintain filing systems.
  
• Support reception interactions, answer phones, respond to inquiries, collect and distribute mail, and maintain office supplies.
  
• Support maintenance scheduled and issues associated with department facilities and equipment, communicate updates to department and facilities/vendors
  
• Support in the organization of events including scheduling, room reservations, completing tasks identified by an event plan, use templates to make name tags, event programs or other event collateral, communicate with vendors and participants, and order food or supplies.
  
• Support communication of large scale events by running reports to create invitation lists, setting up data merges for individualized invitations (mail merges), tracking responses, following up with attendees for missing information, and communicating the collected information to the appropriate event collaborators.
  
• Attend department events to support the successful execution of the event by welcoming attendees, answering event questions, and referring attendees or vendors to the event host for further information.
  
• Responsible for supervision of student employees including posting of position, hiring, training, task assignments, providing feedback, and timesheet approvals.
  
• Communicate in multiple modes with department members, vendors, on-campus offices, alumnae/i, volunteers, and/or other off-campus partners to complete departmental tasks.
  
• Support accurate and secure data entry, retention, and utilizing pre-built reports for systems and processes.
  

• Three years of progressively responsible administrative support experience.
  
• Strong computer skills including proficiency with Google Suite, Microsoft Office suite, Asana team project management, and ability to learn additional technical systems.
  
• Ability to consistently apply policies and procedures.
  
• Strong written and verbal communication skills.
  
• Ability to interact effectively with a diverse community.
  
• Ability to sit or stand for extended periods of time.
  
• Ability to interact socially with others.
  

• Five years of progressively responsible administrative support experience.
  
• Associates degree or other higher educational experience.
  
• Experience working with software systems including finance and accounting systems, project management systems, and customer relationship management systems.