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Administrative Assistant

Vassar College

Details

Posted:

June 11, 2025

Location:

Poughkeepsie, New York

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Administrative Assistant

R00030461
Poughkeepsie, NY

Department

Career Development

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 careers@vassar.edu.

Job Description

Position Summary

The Administrative Assistant assists with a variety of activities within the Center for Career Education (CCE), and is the first point of contact for visitors and callers. The Administrative Assistant interacts regularly with students, alums, faculty, employers, administrative offices, and academic departments. This position serves as the chief support person for handling arrangements for workshops and events, triaging and responding to emails in a timely fashion, ensuring that students/alums are receiving assistance promptly, and providing overall support to the operations of the CCE.

Responsibilities

Serve as the front line of support for reception/front desk interactions to create a friendly and welcoming office environment: check in, schedule and route student/alum appointments; answer phones and screen incoming calls and mail, maintain office supplies. Serve as incoming emails to the department and route to the appropriate staff member.
Provide administrative assistance for meetings, calls, and events; maintain filing systems and department calendars.
Support maintenance scheduled and issues associated with department facilities and equipment, communicate updates to department and facilities/vendors.
Support in organizing 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.
Assist with arrangements for department guests, such as travel reimbursements and setting up accommodations.
Communicate in multiple modes with department members, vendors, on-campus offices, alumnae/i, volunteers, and/or other off-campus partners to complete departmental tasks.
Responsible for data entry (eg, logging email consultations with counselors and students), electronic file maintenance (eg, creating and updating alum accounts in systems), and running standard reports.
Supports the budget operations of the office/department: process invoices and reconcile departmental purchases; track and compare planned budget to actual expenses; provide notice if out of alignment.
Responsible for supervision of student employees, which may include 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 and Microsoft Office, and ability to learn additional technical systems.
Strong written and verbal communication skills.
Ability to interact effectively with a diverse community.
Ability to exercise discretion and maintain confidentiality.
Ability to sit or stand for extended periods of time.
Ability to interact socially with others and to create a welcoming office environment.

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: $18.15 per hour
To apply, visit https://vassar.wd1.myworkdayjobs.com/en-US/Vassar-External/job/Poughkeepsie-NY/Administrative-Assistant_R00030461-1.

Internal Number: 6289980

About Vassar College

Founded in 1861, Vassar College is a highly selective, residential, coeducational liberal arts college. Consistently ranked among the top liberal arts colleges in the country, Vassar is renowned for pioneering achievements in education, for its long history of curricular innovation, and for the beauty of its campus.

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Administrative Assistant

Vassar College

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