Office Specialist-L

Vassar College•Poughkeepsie, NY

3d•$20•Hybrid

About The Position

The Office Specialist provides administrative and operational support to the leadership gifts department. This position will be at the center of a high-performing team of fundraising professionals, event planners, donor relations specialists, and prospect research experts, all of whom are committed to inspiring and engaging alumni, parents, and friends in philanthropic support for Vassar. The person in this position will also work in additional technologies specific to Vassar College’s Office of Advancement. This is a full-time, CWA Union position with hybrid eligibility upon approval. Occasional overtime may be required during peak periods, specifically for Reunion and designated special events.

Requirements

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

Nice To Haves

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.

Responsibilities

Supports the budget operations of the office/department: compile and submit expense reports; 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.
Provide administrative support for meetings, calls, and booking travel; prepare documents, reports, and correspondence, and maintain filing systems.
Support reception interactions, answer phones, respond to inquiries, collect and distribute mail, and maintain office supplies.
Support maintenance scheduled and issues associated with department facilities and equipment, 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 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.
Communicate in multiple modes with department members, vendors, on-campus offices, alumnae/i, volunteers, and/or other off-campus partners to complete departmental tasks.
Support accurate and secure data entry, retention, and utilizing pre-built reports for systems and processes.