About Vassar College Located in the scenic Mid-Hudson Valley, Vassar College is a highly selective, residential, coeducational liberal arts college. Vassar is strongly committed to fostering a community that reflects the values of a liberal arts education and to promoting an environment of equality, inclusion and respect for difference. Vassar College is an affirmative action, equal opportunity employer, and applications from members of historically underrepresented groups are especially encouraged. Vassar College is a smoke free/tobacco free campus.
Position Summary and ResponsibilitiesThe Administrative Assistant provides administrative and operational support to the Department of Biology. The Administrative Assistant assists the department chair, faculty, staff, students, and visitors with administrative functions.
Report to and work closely with the department chair on all subjects including annual reports, staffing plans, course masters, and professional correspondence.
Serve as a primary contact for students and visitors, answer the department phone, respond to email queries, meet the needs of students and visitors as they come into the office. etc.
Assist faculty with preparation of course and professional materials, reimbursements.
Maintain the shared department calendar for semester deadlines, meetings, events. Member of department Scheduling Committee. This includes room reservations.
Co-supervise the student biology office intern and placement of student employees.
Coordinate with Registrar office regarding class schedules, enrollments, student records, curricular changes, etc.
Maintain and reconcile department budgets, endowment funds, and Vivarium budget. Assist with annual allocations requests.
Organize paperwork for faculty & staff reimbursements.
Place and track orders as requested by faculty and staff. Maintain inventory for office and other department supplies.
Assist in the purchase and renewal of annual service contracts for laboratory equipment.
Distribute department mail to faculty and staff mail boxes.
Report building problems to Facilities Operations, and maintain log of ongoing and completed building repairs.
Organize and maintain all department records. This includes confidential personnel files and letters, and faculty assessment materials.
Provide travel arrangements, accommodations, interview and meal schedules for department job candidates. This includes assisting faculty with professional travel arrangements and guest speaker arrangement.
Update department website as needed.
Participate actively in departmental special events, which includes organizing events, catering, student orientation etc.
Perform other duties as assigned.
A minimum of two to four years administrative support experience and/or training.
Ability to interact effectively with a diverse community of students, faculty, staff and visitors.
Ability to effectively manage deadlines and multiple competing priorities while maintaining attention to detail and exercising good judgment.
Must exercise discretion and maintain confidentiality.
Maintain a professional problem-solving demeanor during sometimes stressful situations.
Ability to work independently and with other departments on campus including Accounts Payable, Registrar, Purchasing, Student Employment, Human Resources, Building & Grounds and Campus Activities.
Strong computer skills are required including proficiency with both Mac and PC platform environments, Microsoft Word, Microsoft Excel, Google's suite of tools (gmail, calendar, drive, docs, etc.), Workday (or comparable database systems), and a variety of email and internet browsers. Must be open to learning new software as needed.
Excellent written and verbal communication skills and telephone manner are essential.
Required Applicant Documents Resume Cover Letter Contact Information for 3 References
Optional Applicant Documents
Special Instructions to Applicants To complete your application, you will be required to attach your resume, cover letter, and contact information for 3 professional references. (Word or PDF format required.) Review of applications will begin immediately. This position will remain open until filled.
For full consideration applicants should apply by:
Vassar is strongly committed to fostering a community that reflects the values of a liberal arts education and to promoting an environment of equality, inclusion and respect for difference. Vassar College is an affirmative action, equal opportunity employer, and applications from members of historically underrepresented groups are especially encouraged.
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Founded in 1861, Vassar College is a highly selective, residential, coeducational liberal arts college. Consistently ranked among the top liberal arts colleges in the country, Vassar is renowned for pioneering achievements in education, for its long history of curricular innovation, and for the beauty of its campus.