Administrative Assistant-K
About this role
Department
Dean of the Faculty OfficeJob Family
Staff - UnionVassar 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: Monday - Friday, 8:30am - 5:00pm
Position Summary
The Administrative Assistant provides administrative support to the Dean of the Faculty Office with shared support for the Grants Office. The Administrative Assistant works primarily with the Assistant Dean for Academic Administration in matters relating to faculty records and reviews, appointments, forms, posting, schedules, student course evaluations, annual activity reports, scanning, and filing. This position interfaces with the chair of the Faculty Appointments and Salary Committee (FASC) on matters relating to faculty reviews.
This is a full time, in-person, CWA Union position for the full year.
Responsibilities
- Supports the budget operations of the office/department: process invoices; track and compare planned budget to actual expenses; provide notice if out of alignment.
- Provide administrative assistance for meetings, calls, and staffing plans; maintain filing systems and department calendars.
- 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.
- 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.
- 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.
- Responsible for data entry, electronic faculty personnel file maintenance, and running standard reports.
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 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.
- Ability to interact socially with others.
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:
The compensation for this position is $18.51 per hour.
Company at a glance
Formerly the Vassar College Art Gallery, we were the first art museum at a college or university that was part of the institution’s original plan. Today, the Loeb’s permanent collection includes over 22,000 works, comprised of paintings, sculptures, drawings, photographs, textiles, and glass and ceramic wares. We strive to be a catalyst for scholarly, creative, and social justice work by Vassar students and others. Our undertakings reflect a commitment to broaden, and amplify, the voices represented in the museum setting, and to ensure that the Loeb’s programs and practices have a positive impact on our communities.
IMPACT STATEMENT
By engaging with the Loeb’s collections and programs, individuals build capacity to make meaningful connections—intellectual, creative, emotional—through the visual arts across time, place, and cultures.
COMMITMENT TO DEAI
The Frances Lehman Loeb Art Center, Vassar College commits to Diversity, Equity, Access, and Inclusion as core values across its culture, systems, and practices. We pledge to allocate resources (human and financial) to create and sustain a museum culture and program in which difference is celebrated. The Loeb can best serve its communities by examining critically its own history and systemic biases, and working continually to resist discrimination and present a variety of narratives. A fundamental shift in institutional ethos toward equity and inclusion enhances the Loeb’s mission to support the goals of the college.
MISSION STATEMENT
The mission of The Frances Lehman Loeb Art Center is to enhance and support the College’s goals of leadership, scholarship, and integrative learning. The Loeb achieves this through the preservation, documentation, interpretation, presentation, and development of its collections; and through a dynamic program of temporary exhibitions and educational activities aimed at diverse audiences.
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