Executive Assistant and Faculty Housing Coordinator
Position Summary
Vassar College seeks a highly organized, collaborative, and proactive professional to serve as Executive Assistant and Faculty Housing Coordinator within the Dean of Strategic Planning and Academic Resources (DoSPAR) Office. Reporting to the Dean of Strategic Planning and Academic Resources, this full-time position provides executive-level administrative support while overseeing the day-to-day administration of the College's faculty housing and leasehold programs.
The Executive Assistant serves as a key liaison among faculty, staff, external partners, and campus offices, supporting strategic operational priorities, faculty housing administration, financial processes, and departmental communications. This position manages the daily operations and administrative support for the DoSPAR Office, including strategic initiatives, communications, and special projects. Additionally, the role administers the College's faculty housing and leasehold programs by coordinating assignments, rental agreements, financial processes, property management, and leasehold transactions.
Responsibilities
Faculty Housing Administration
- Administer the College's faculty housing rental program and coordinate housing assignments in accordance with College policies.
- Manage housing postings, applications, waiting lists, and assignment processes.
- Oversee the faculty housing email account and respond to tenant inquiries.
- Maintain accurate records related to tenants, leases, housing inventory, and occupancy.
- Prepare, distribute, and track rental agreements and supporting documentation.
- Coordinate down payment assistance loan applications and related financial processes.
- Manage building access for designated properties in collaboration with Campus Safety and the Card Office.
- Work closely with the Office of General Counsel to ensure compliance with rental agreements and applicable laws.
Facilities Coordination and Property Management
- Coordinate apartment turnovers, including inspections, cleaning, repairs, painting, and vendor services.
- Collaborate regularly with Facilities Operations regarding maintenance requests, repairs, and capital needs.
- Conduct move-out assessments and maintain records of unit conditions.
- Communicate seasonal information and housing updates to residents.
- Assist with long-term planning related to faculty housing resources and utilization.
Leasehold Administration
- Maintain records for leasehold properties, including sales, repurchases, rentals, and ownership changes.
- Coordinate property listings, appraisals, inspections, compliance-related activities and related documentation.
- Support leasehold repurchase processes in collaboration with faculty members, estates, legal counsel, and external partners.
- Work with VP of Finance to maintain leasehold data and documentation used for financial reporting and tax-related calculations.
Executive and Administrative Support
- Manage calendars, scheduling, and logistics for meetings, events, retreats, and divisional activities.
- Prepare agendas, attend meetings, record and distribute minutes, and maintain records.
- Serve as a primary point of contact for the office by responding to inquiries and coordinating communications.
- Maintain confidential records and filing systems in both electronic and physical formats.
- Coordinate communications among DoSPAR direct reports and provide regular updates to the Vassar community.
- Organize materials and scheduling for athletic reviews and other administrative processes.
- Arrange travel and coordinate logistical support as needed.
- Collaborate with Communications to maintain and update DoSPAR and Faculty Housing websites.
Financial and Contract Administration
- Collaborate with the Office of General Counsel to prepare contracts using information provided by DoSPAR staff.
- Process requisitions, supplier invoice requests, purchase order receipts, and journal entries in Workday.
- Reconcile office credit card transactions and financial records.
- Coordinate payroll rent deductions and review payroll reports for accuracy.
- Track alternative payment arrangements and monitor outstanding balances.
- Record deposits and maintain financial records associated with faculty housing and leasehold programs.
- Generate financial reports and support budget tracking activities.
Project and Operational Coordination
- Assist with implementation of operational and strategic initiatives within the DoSPAR portfolio.
- Coordinate timelines, communications, and documentation for special projects.
- Support data gathering, reporting, and assessment activities related to housing and departmental operations.
- Contribute to process improvement initiatives and digitization of records.
- Maintain shared databases, directories, and housing-related information systems.
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