Vassar College

Administrative Assistant - K

Department: Residential Life Office

Duration of Position: Full year / Full time

Position Type: Staff

Posting Date:

Posting Removal Date: Open Until Filled

Posting Number: 1001281

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 Responsibilities The Administrative Assistant provides primary administrative support to the Office of Residence Life, and back-up support to the Office of the Dean of Students. The position serves as the first contact that many parents and students will have with the Office of Residential Life. The position supports Residential Life administration by maintaining information about resident students, including room assignments and meal plans, requiring daily interaction with the Residence housing software. The position also provides clerical, customer service and computer support for the operations of the office in general, including word processing, using spreadsheets, calendar maintenance, and generating reports / rosters. This position reports to the Director of Residential Life, and also provides administrative assistance to the Associate Director of Residential Life/Student Conduct.

Residential Life Administration Support:

• Create and maintain all necessary applications with input from members of Residential Life. Assist in the coordination of student assignments to residence hall buildings and rooms. Help maintain student conduct records and distribute student conduct related information to to appropriate individuals through use of Maxient. Input assignments and changes into Residence and reconcile incongruences when necessary. Help coordinate the administrative portions of early and late resident arrivals.
  
• Maintain and monitor resident student related information in Residence including: building assignments, room assignments and room changes
  
• Maintain and update files including: applications, student files relating to student conduct issues, personnel files, etc.
  
• Assists in the management of student related invoicing, including end of term individual and community billing, and billing appeals.
  
• Process mid-semester and mid-year withdrawals in conjunction with the Dean of Studies, Dean of Students and Student Accounts.
  
• Coordinate and organize the administrative portions of special events (e.g. First Year Check-In and Storage Expo).
  
• Maintain administrative timeline of office functions.
  
• Maintain office bulletin board highlighting key information for all staff/students.
  
• Attend SIS meetings as a representative of the Office of Residential Life, and provide updates to the Director of Residential Life.

Residential Life Office Support:

• Provide general customer service for the Office of Residence Life: answering questions, making referrals, providing office forms, collecting information, and answering the phone.
  
• Maintain ledger of expenses and reconcile with budget reports.
  
• Schedule meetings for Director of Residence Life and the Associate Director of Residential Life.
  
• Train and provide work direction to student workers. Maintain and process all department student time sheets.
  
• Oversee the requisition of office supplies and operation of the departmental computers and copier/printer. Train staff in appropriate use of office machines and systems.
  
• Receive and distribute incoming mail, memoranda, packages, etc. to appropriate office mailboxes.
  
• Maintain files classified by subject; perform miscellaneous clerical work as required.
  
• Other duties as required.

Qualifications
The ideal candidate will have two-four years of administrative support experience and/or training. Strong computer skills are required including Microsoft Word and Excel; mail and calendaring systems (Google Apps preferred); and database systems (Residence, Maxient, and Workday preferred.) Ability and interest to learn new software is required. Proficiency with both Mac and PC operating systems is strongly preferred. Excellent written and verbal communications, including telephone manner, are essential. Requires ability to work successfully both as a member of a team and independently. Must have a professional, problem-solving demeanor; good judgment and discretion; and ability to maintain confidentiality. Must have strong organizational skills, including follow-up; be highly attentive to details; and the ability to effectively manage deadlines and multiple competing priorities.

Required Applicant Documents
Resume
Cover Letter
Contact Information for 3 References

Optional Applicant Documents


Special Instructions to Applicants
To complete your online application, you will be required to attach your resume, a cover letter, and contact information for 3 professional references. (Word or PDF format required for all attachments.) This position will remain open until filled.

For full consideration applicants should apply by:


Anticipated Start Date:


Anticipated End Date (If Applicable):


To Apply
All applicants must apply online at: https://employment.vassar.edu.

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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