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

Position Summary:

Reporting to the Senior Associate Director of Volunteer Engagement, the Office Specialist provides specialized support to the Volunteer Engagement and Reunion team, in particular work with Vassar Clubs, and the Engagement department as a whole, as needed. This is a full-time, CWA Union position with hybrid eligibility upon approval.

Responsibilities:

• Supports the budget operations of the office/department: reconcile reports, credit card and purchasing 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 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 or using other system-based tools 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, alums, 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.
  
• Answer phones, respond to inquiries, provide excellent customer service, support departmental email communications, and provide administrative support to the Engagement leadership team.
  

• Three years of progressively responsible administrative support experience.
  
• Strong computer skills including proficiency with Google Suite, Microsoft Word Office suite 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.
  
• Comfortable juggling multiple and competing priorities, while ensuring that deadlines are met and materials are accurate.
  
• Ability to work independently as well as collaboratively with colleagues and cross-functional teams.
  
• Ability to use discretion and exercise careful judgment, as data is often restricted and confidential
  

• 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, payroll, student information systems, or customer relationship management systems.