OCEL Office Coordinator-C

Vassar College•Poughkeepsie, NY

3d•$22•Onsite

About The Position

The Oﬀice Coordinator plays a critical role in ensuring the eﬀective administration and operational success of the Oﬀice of Community-Engaged Learning (OCEL). This role reports to the Director of Community-Engaged Learning, Teaching and Scholarship and works closely with the OCEL staﬀ. The Oﬀice Coordinator supports the day-to-day operations of the OCEL, supports departmental administrative and financial systems, maintains the Oﬀiceʼs registration process and record keeping, supervises OCEL student workers, and arranges transportation for Community-Engaged Learning and the Vassar Education Collaboration (VEC). This role serves as a key liaison between the OCEL and students, faculty, administrators, community partners, and campus oﬀices to facilitate high-impact community engagement experiences. This is an in-person, full time, CWA Union position for the Full Year.

Requirements

Three years of progressively responsible administrative support experience.
Strong computer skills including proficiency with Google Suite, Microsoft Word Oﬀice suite, Canva, 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.

Nice To Haves

Five years of progressively responsible administrative support experience.
Previous supervisory 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.

Responsibilities

Support the day-to-day operations of the OCEL and VEC programs, ensuring smooth and eﬀicient workflow across all program and administrative activities.
Supports the budget operations of the oﬀice/department: 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.
Creates processes, monitors workflows, and ensures accuracy of products created by automated department systems (i.e., Zapier).
Support the OCELʼs management of the Good Neighbors Partnership Grant, through collaboration with community partners, tracking grant deliverables and deadlines, assisting with reporting requirements, and disbursing funds to grantees.
Specialized oﬀice support or operational duties based on the needs of the department- maintain accurate record-keeping systems for CEL registration, agreement forms, evaluations, compliance tracking, transportation requests and calendar to ensure compliance with college policies and safety protocols.
Perform basic troubleshooting tasks for systems and programs used within the department.
Responsible for supervision of student employees including posting of position, hiring, training, task assignments, providing feedback, and timesheet approvals.
Support the OCELʼs transportation systems, including, scheduling vehicles, supporting with route planning, and communication with Safety & Security and oﬀ-campus partners.
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.
Communicate in multiple modes with department members, vendors, on-campus oﬀices, alumnae/i, volunteers, and/or other oﬀ-campus partners to complete departmental tasks.