Office Specialist -L

Vassar College•Poughkeepsie, NY

1d•Onsite

About The Position

The Office Specialist within the Campus Activities Office (CAO) provides logistical support for all on campus events, programs, lectures, meetings, and seminars. The Office Specialist facilitates interaction among members of the Vassar community by promoting and supporting a wide range of programs that contribute to the intellectual, cultural and social well-being of our campus. This position reports to the Assistant Director for Campus Activities and interacts regularly with faculty, staff, students and people external to the campus. This is a full time, in-person, CWA Union position.

Requirements

Three years of progressively responsible administrative support experience.
Strong written and verbal communication skills.
Tact, diplomacy and the ability to exercise discretion and confidentiality, as is a demonstrated ability to exercise resourcefulness and professionalism while managing multiple tasks simultaneously.
Evidence of strong time management and organizational skills, attention to detail, and the ability to apply independent judgment with limited supervision and instruction.
Strong computer skills including proficiency with Google Suite, Microsoft Office suite and ability to learn additional technical systems including database management systems.
Ability to work occasional nights and weekends to support campus events.
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 higher educational experience.
Prior work experience in a College or University setting.
Proficient in EMS and TMA software programs.

Responsibilities

Coordinate logistical support for all academic department, administrative office, and student organization events.
Support in the organization of events including scheduling, room reservations, completing tasks identified by an event plan, and communicating with vendors and caterers, and assigning equipment.
Manage key permission lists ensuring event organizers have access for approved room reservations.
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.
Provide administrative support for meetings, calls, and booking travel; prepare documents, reports, and correspondence, and maintain filing systems.
Support maintenance scheduled and issues associated with department facilities and equipment, communicate updates to department and facilities/vendors.
Submit work tickets using the TMA system or EMS for the successful coordination of all events.
Responsible for supervision of student employees including posting of position, hiring, training, task assignments, providing feedback, and timesheet approvals.
Communicate in multiple modes with department members, vendors, on-campus offices, alumnae/i, volunteers, and/or other off-campus partners to complete departmental tasks.
Provide bi-annual training for campus community regarding the EMS scheduling system and the campus calendar.
Support community requests to use campus spaces.
Support accurate and secure data entry, retention, and utilizing pre-built reports for systems and processes.
Serve as a power-user for EMS software on managing the campus calendar and event reservation approvals.
Support reception/front desk interactions, answer phones, respond to inquiries, collect and distribute mail, and maintain office supplies as needed for the department.