Administrative Assistant- K
About this role
Department
Career DevelopmentJob 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- 5pm (37.5 hours per week)
Position Summary:
The Administrative Assistant assists with a variety of activities within the Center for Career Education (CCE), and is the first point of contact for visitors and callers. The Administrative Assistant interacts regularly with students, alums, faculty, employers, administrative offices, and academic departments. This position serves as the chief support person for handling arrangements for workshops and events, triaging and responding to emails in a timely fashion, ensuring that students/alums are receiving assistance promptly, and providing overall support to the operations of the CCE.
This is a full time, in-person, CWA Union position for the full year.
Responsibilities:
Serve as the front line of support for reception/front desk interactions to create a friendly and welcoming office environment: check in, schedule and route student/alum appointments; answer phones and screen incoming calls and mail, maintain office supplies. Serve as incoming emails to the department and route to the appropriate staff member.
Monitor office supply inventory and place new orders as needed with approved vendors and track purchase orders in Workday.
Provide administrative assistance for meetings, calls, and events; maintain filing systems and department calendars.
Support maintenance scheduled and issues associated with department facilities and equipment, communicate updates to department and facilities/vendors.
Support in organizing events, including scheduling, room reservations, completing tasks identified by an event plan, using templates to make name tags, event programs, or other event collateral, communicating with vendors and participants, and ordering food or supplies.
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.
Assist with arrangements for department guests, such as travel reimbursements and setting up accommodations.
Communicate in multiple modes with department members, vendors, on-campus offices, alums, volunteers, and/or other off-campus partners to complete departmental tasks.
Responsible for data entry (eg, logging email consultations with counselors and students), electronic file maintenance (eg, creating and updating alum accounts in systems), and running standard reports.
Supports the budget operations of the office/department: process invoices and reconcile departmental purchases; track and compare planned budget to actual expenses; provide notice if out of alignment.
Responsible for supervision of student employees, which may include posting of position, hiring, training, task assignments, providing feedback, and timesheet approvals.
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 and Microsoft Office, and ability to learn additional technical systems.
Strong written and verbal communication skills.
Ability to interact effectively with a diverse community.
Ability to exercise discretion and maintain confidentiality.
Ability to sit or stand for extended periods of time.
Ability to interact socially with others and to create a welcoming office environment.
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.
Pay Rate: $18.51 hourly
Special Instructions to Applicants:
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.
Tired of cold applications?
Sign up with Clera and we'll reach out the moment a role actually fits you — no more spraying applications into the void.
Know someone who'd be great for this?