Office Specialist-L

Office Specialist

The Office Specialist provides operational support to the Sociology Department at Vassar College. This is a part time (25 hours per week), in-person, CWA Union position for the Academic Year (42 weeks per year).

Responsibilities:

• Supports the budget operations of the office/department: reconcile reports, credit card and purchasing cards; make vendor payments; process invoices; 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/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
• 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.
• 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.

Required knowledge, skills and abilities:

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

Preferred knowledge, skills and abilities:

• 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.

Compensation

The compensation for this position is $20.37 per hour.