Office Specialist - L

Vassar College•Poughkeepsie, NY

2d•Onsite

About The Position

The Office Specialist provides administrative and operational support primarily for two offices/centers: ALANA Center and the LGBTQ + Center, within the larger Student Growth & Engagement Office. This is a full-time, in-person, CWA position for the full year.

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

Support the organization of events, including scheduling, room reservations, completing tasks identified by an event plan, using templates to make name tags, event programs, or other event collateral, communicating with vendors and participants, and ordering 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 assisting with set up, 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 reception/front desk 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
Responsible for supporting the supervision of student employees including posting of positions, hiring, training, task assignments, and providing feedback.
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.