Office Specialist-L

Department

French and Francophone Studies

Job Family

Staff – Union

Vassar 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 …@vassar.edu

Job Description

Schedule: Monday – Friday 8:30-5pm, 42 Wks./Yr.

Position Summary

This position provides operational support to the French & Francophone studies department, German Studies department, Greek & Roman Studies department, and the Self-Instructional Language Program. This is a full time, in-person, CWA Union position for the academic year.

Responsibilities:

• Provide administrative support for meetings, calls, maintaining calendars, room scheduling and booking travel; prepare documents, reports, and correspondence, and maintain filing systems. Assists with executing Vassar-Wesleyan Program in Paris letters in fall and spring for the Office of International Programs.
• Support reception/front desk interactions, answer phones, respond to inquiries, collect and distribute mail, and maintain office supplies. Assist with requests from department Language Fellows, Blegen Fellows, and SILP tutors as needed.
• Support maintenance scheduled and issues associated with department facilities and equipment, communicate updates to department and facilities/vendors.
• Responsible for supervision of student employees including posting of position, hiring, training, task assignments, providing feedback, and timesheet approvals.
• Supports the budget operations of the office/department/program: reconcile reports and corporate cards; make vendor payments; process invoices; process journal entries; ensure expenses are charged to appropriate budget accounts and remain within department allocations; provide notice if out of alignment.
• 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.
• Support communication of large scale events by running reports to create invitation lists, setting up data merges for individualized invitations (mail merges), tracking responses, following up with attendees for missing information, and communicating the collected information to the appropriate event collaborators.
• 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.
• Support accurate and secure data entry, retention, and utilizing pre-built reports for systems and processes.
• Communicate in multiple modes with department members, vendors, on-campus offices, alumnae/i, volunteers, and/or other off-campus partners to complete departmental tasks.

Required knowledge, skills and abilities:

• Three years of progressively responsible administrative support experience.
• Strong computer skills including proficiency with Google Suite, Microsoft Word Office suite and ability to learn additional technical systems.
• Ability to consistently apply policies and procedures.
• 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:

• Five years of progressively responsible administrative support experience.
• Associates degree or other higher educational 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 $20.37 hourly.

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