Office Specialist, Art Department Job at Vassar College in Poughkeepsie

Office Specialist, Art Department
R00035796

Poughkeepsie, NY

Department
Art

Job Family
Staff - Union

Vassar College is deeply committed to providing equal employmentopportunities to all applicants and employees by promoting anenvironment of transparency and respect for differences. We welcomeapplications from individuals of all backgrounds who meet thequalifications of a posting. If you need to request anaccommodation to fully participate in the search process, pleasecontact careers@vassar.edu .

Job Description
Position Summary
Reporting to the Chair of Art, the Office Specialist providesadministrative and operational support to the Department of Art.This position serves as the primary contact for students, faculty,staff and guests, and provides reception for the department. Thisrole may require scheduling flexibility to support events heldoutside of standard business hours.

This is a full time (37.5 hours per week), in-person, CWA Unionposition for the Academic Year.

Responsibilities

Supports the budget operations of the office/department:reconcile reports and corporate cards; make vendor payments;process invoices; process journal entries; ensure expenses arecharged to appropriate budget accounts and remain within departmentallocations; provide notice if out of alignment.

Provide administrative support for meetings, calls, and bookingtravel; prepare documents, reports, and correspondence, andmaintain filing systems.

Support reception/front desk interactions, answer phones,respond to inquiries, collect and distribute mail, and maintaindepartment supplies.

Support maintenance scheduled and issues associated withdepartment facilities and equipment across campus locations,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 eventcollateral, communicate with vendors and participants, and orderfood or supplies.

Support communication of large scale events by running reportsto create invitation lists, setting up data merges forindividualized invitations (mail merges), tracking responses,following up with attendees for missing information, andcommunicating the collected information to the appropriate eventcollaborators.

Attend department events to support the successful execution ofthe event by welcoming attendees, answering event questions, andreferring attendees or vendors to the event host for furtherinformation.

Responsible for supervision of student employees includingposting of position, hiring, training, task assignments, providingfeedback, and timesheet approvals.

Communicate in multiple modes with department members, vendors,on-campus offices, alumnae/i, volunteers, and/or other off-campuspartners to complete departmental tasks.

Support accurate and secure data entry, retention, andutilizing pre-built reports for systems and processes.

Required knowledge, skills and abilities:

Three years of progressively responsible administrative supportexperience.

Strong computer skills including proficiency with Google Suite,Microsoft Office suite and ability to learn additional technicalsystems.

Ability to consistently apply policies and procedures.

Strong written and verbal communication skills.

Ability to attend events after hours.

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 supportexperience.

Associates degree or other higher educational experience.

Experience working with software systems including finance andaccounting systems, payroll, student information systems, orcustomer relationship management systems.

Compensation:
The compensation for this position is $20.37 per hour.

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