"Office Specialist-L"

Position Summary: The Office Specialist provides administrative and operational support to the Department of Anthropology, supporting the department chair, faculty, staff, students and visitors with administrative functions. This is an in-person, part time (25 hrs/wk), CWA Union position for the academic year (42 Wks/Yr).

Position 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. Maintain gift fund budgets and prize fund budgets.
• Provide administrative support for meetings, calls, and booking travel; prepare documents, reports, and correspondence, and maintain filing systems. Circulate new Major or Correlate planning forms among faculty.
• Support the department chair on department needs including staffing plans, course masters, curriculum changes, annual reports, student records, professional correspondence, and other department projects.
• Support reception/front desk 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. Assist faculty to manage the Archaeology, Biological Anthropology, Linguistics and media labs and arrange for access as needed.
• Support in the organization of events including scheduling, room reservations, completing tasks identified by an event plan or other event collateral, communicate with vendors and participants, and order food or supplies.
• Support communication of department events by running reports to create invitation lists, setting up data merges for individualized invitations (mail merges) if needed, tracking responses, following up with attendees for missing information, and communicating the collected information to the appropriate event collaborators.
• 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.
• Works with the Registrar's Office and manages academic processes including course scheduling, enrollment tracking, student records, curricular updates, and departmental catalog revisions. Support pre-registration by preparing advising materials for faculty and students.
• Manage logistics for academic courses, including classroom reservations, book and film requests, class-related travel and field trips.
• Assist with updates to the department website, Facebook page, Instagram and bulletin boards as needed.

Required knowledge, skills and abilities:

• 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.

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.

Pay Rate: $20.37 hourly

To apply, visit https://vassar.wd1.myworkdayjobs.com/en-US/Vassar-External/job/Poughkeepsie-NY/Office-Specialist-L_R00032348-1.