Office Specialist - L - Vassar College : Job Details

Department Campus Safety Job Family Staff - Union Vassar College is deeply committed to providing equal employment opportunities to all applicants and employees by promoting an environment of transparency and respect for differences. We welcome applications from individuals of all backgrounds who meet the qualifications of a posting. If you need to request an accommodation to fully participate in the search process, please contact [email protected] Job Description Position Summary Provide administrative support to the Campus Safety Department. Responsibilities

• 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 administrative support for meetings, calendar management, and booking travel; prepare documents, reports, and correspondence, and maintain accurate records related to NYS Security Guard licensure, required training, and associated filing systems.
• Support departmental communications to internal and external campus partners, including reconciliation of Clery report and online education data.
• Support reception/front desk interactions, answer phones, respond to inquiries, collect and distribute mail, and maintain office space including ordering supplies.
• Supports the budget operations of the office/department: reconcile reports, credit card and purchasing 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.
• Support accurate and secure data entry, retention, and utilizing pre-built reports for systems and processes.
• 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.
• 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.
• Support the posting of extra-duty work details as needed and reconcile scheduling information and report on inaccurate data.
• Support transportation and parking processes to include parking registration, processing parking summons, communicating charges to campus departments, and supervised distribution of keys to fleet vehicles.
• Responsible for supervision of student employees including posting of position, hiring, training, task assignments, providing feedback, and timesheet approvals.

Required knowledge, skills and abilities

• A minimum of two years of administrative support experience or other work experience.
• Strong computer skills including proficiency with Google Suite, Microsoft Office Suite and ability to learn additional technical systems.
• 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

• Four years of administrative support experience.
• Experience working with software systems including finance and accounting systems, payroll, student information systems, or customer relationship management systems.

Hourly Rate: $20.37