"Administrative Assistant - K"

Administrative Assistant - K

R00032307
Poughkeepsie, NY

Department
Admissions

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 careers@vassar.edu.

Job Description

Schedule: M-F 8:30am-5pm, Full-year position

Position Summary

The Administrative Assistant will provide administrative and operational support to the Office of Admission, particularly as related to welcoming guests and fielding inquiries from prospective students and their families. There will also be some application processing data entry. This is an on-campus, CWA-union position.

Responsibilities:

• Welcome all guests to the admission office, greeting all visitors and groups which includes prospective students and families, school counselors, Vassar alumni, and other campus guests.
• Provide frontline support for answering phones and emails, responding to inquiries, collecting and distributing mail, and maintaining office supplies.
• Communicate in multiple modes with department members, campus guests, prospective students and families, school counselors, vendors, on-campus offices, alums, volunteers, and/or other off-campus partners to complete departmental tasks.
• Provide administrative assistance for meetings, calls, and room reservations; maintain filing systems and department calendars. Keep the reception area and lobby clean and presentable.
• Support maintenance scheduled and issues associated with department facilities and equipment, communicate updates to department and facilities/vendors, submitting any needed building maintenance requests.
• Responsible for data entry, electronic file maintenance, and running standard reports. Import application materials from third-party sources and event registration information into the Admission Office's CRM and other platforms. Perform routine audits to maintain accurate records.
• Prepare letters, reports, and other documents using Microsoft Office and Google Suite tools.
• Maintain documentation of admission processes.
• Support supervision of student employees, including task assignment and providing feedback.

Required knowledge, skills and abilities:

• A minimum of two years of administrative support experience or other work experience.
• Strong computer skills including proficiency with Google Suite, Microsoft Word Office suite and ability to learn additional technical systems.
• Strong written and verbal communication skills.
• Ability to interact effectively with a diverse community.
• Ability to sit or stand for extended periods of time.
• Must exercise discretion and maintain confidentiality.
• Strong organizational skills and attention to detail.
• Experience and comfort with responding to a high volume of emails, calls, and managing multiple priorities.
• Work on one to two Saturday mornings in the fall and in the spring when the office is open is expected.

Preferred knowledge, skills and abilities:

• Four years of administrative support experience.
• Experience working with software systems including finance and accounting systems, payroll, student information systems, or customer relationship management systems.

Compensation
$18.51 hourly