R00035796
Poughkeepsie, NY
Department
Art
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 [contact details available in the full listing].
Job Description
Position Summary
Reporting to the Chair of Art, the Office Specialist provides
administrative and operational support to the Department of Art.
This position serves as the primary contact for students, faculty,
staff and guests, and provides reception for the department. This
role may require scheduling flexibility to support events held
outside of standard business hours.
This is a full time (37.5 hours per week), in-person, CWA Union
position for the Academic Year.
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/front desk interactions, answer phones,
respond to inquiries, collect and distribute mail, and maintain
department supplies.
Support maintenance scheduled and issues associated with
department facilities and equipment across campus locations,
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.
Required knowledge, skills and abilities:
- Three years of progressively responsible administrative support
experience.
- Strong computer skills including proficiency with Google Suite,
Microsoft Office suite and ability to learn additional technical
systems.
- Ability to consistently apply policies and procedures.
- Strong written and verbal communication skills.
- Ability to attend events after hours.
- Ability to interact effectively with a diverse community.
- Ability to sit or stand for extended periods of time.
- Ability to interact socially with others.
Preferred knowledge, skills and abilities:
- 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.
Compensation:
The compensation for this position is $20.37 per hour.
To apply, visit https://vassar.wd1.myworkdayjobs.com/en-US/Vassar-External/job/Poughkeepsie-NY/Office-Specialist--Art-Department_R00035796-1?jobFamilyGroup=71e2c39500161003e7c4fa7b8078820e&jobFamilyGroup=71e2c39500161003e7c4fed539988210&jobFamilyGroup=71e2c39500161003e7c506cf57a48214.
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