Administrative Assistant-K, Support

Department

Alumnae House Inn

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, 8:30am – 3:00pm

Position Summary:

Provides clerical support to the Alumnae House General Manager and Operations Manager at the Alumnae House Inn. This position reports to the Alumnae House Manager. The Administrative Assistant provides excellent customer service as they take reservations, greet guests and assist guests with their needs during their stay including checking in and out and inquire about the satisfaction of their stay. The Administrative Assistant interacts regularly with students, faculty, staff and visitors. This is an in-person, part time, CWA Union position for the full year. This position is considered essential during weather related closings.

Responsibilities

• Support reception/front desk interactions, answer phones and emails, respond to inquiries, collect mail, and maintain office supplies, cleanliness and organization of front office and first-floor areas.
• Support online and phone reservations, using reservation software; apply appropriate rates, packages, and promotions; prompt and upsell services and amenities when appropriate.
• Greet and check in house guests warmly, process payments accurately, and provide information about Alumnae House, Vassar College and local attractions.
• Monitor closed or restricted dates, manage group reservations, and use the waitlist when rooms become available.
• Respond to guest inquiries, concerns, or complaints promptly and professionally to ensure guest satisfaction.
• Oversee visitor activity at Alumnae House, awareness of who enters and exits the building. (Advancement staff, vendors, alums, students, visitors)
• Support in the organization of events including completing tasks identified by an event plan, event programs or other event collateral, communicating with vendors and participants.
• Provide accurate information to Housekeeping and communicate with cleaners to ensure guest rooms are ready by check-in time.
• Maintain accurate daily log entries, including lost and found items, messages, and deliveries.
• Support maintenance scheduled and issues associated with department facilities and equipment, communicate updates to department and facilities/vendors.
• Responsible for data entry, electronic file maintenance, and running standard reports.
• 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

• A minimum of two years of administrative support experience or other work experience.
• Strong computer skills including proficiency with Google Suite, Microsoft Word Office suite and ability to learn additional technical systems.
• 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

• Four years of administrative support experience.
• One year of experience as a front desk agent or work in the hospitality industry.
• Experience working with reservation software systems.

Compensation

$18.51 hourly

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