About Vassar College Located in the scenic Mid-Hudson Valley, Vassar College is a highly selective, residential, coeducational liberal arts college. Vassar is strongly committed to fostering a community that reflects the values of a liberal arts education and to promoting an environment of equality, inclusion and respect for difference. Vassar College is an affirmative action, equal opportunity employer, and applications from members of historically underrepresented groups are especially encouraged.
Position Summary and Responsibilities
The Executive Assistant is responsible for supporting and coordinating the work, responsibilities, and schedule of the Dean of the Faculty. Reporting directly to the Dean, the Executive Assistant manages scheduling, correspondence, records, and travel arrangements for the Dean and leads/coordinates with appropriate other departments on special events and meetings hosted by the Dean or for committees and special projects which the Dean oversees. The Executive Assistant serves as the initial point of contact for communications and appointments with the Dean, including meetings and communications with faculty, administrators, and students.
The Executive Assistant exercises initiative and independent judgment in managing the Dean's schedule and the office's daily activities. The Executive Assistant monitors the budgets supporting the work of the Dean of the Faculty, and ensures timely and accurate record-keeping for expenses and other office operations. This position hires and supervises student interns assigned to the office.
Promote a positive image of the office and the college by greeting and receiving visitors to the Dean's office, responding to inquiries from diverse constituencies, providing reliable information regarding Dean of the Faculty policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer's satisfaction with the response.
Manage the Dean's calendar and keep the Dean apprised of upcoming travel and deadlines. Coordinate and schedule meetings, workshops, events, and committees under the auspices of the Dean. This includes developing agendas, coordinating the schedules of other internal and external participants, arranging for meals or refreshments, ordering media and telecom, and/or taking minutes as requested.
Coordinate phone calls and email communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office for outgoing communications.
Send out campus-wide emails on behalf of the Dean ensuring accuracy and attention to detail.
Maintain the Vassar Faculty Handbook and Governance.
Prepare general correspondence, emails and reports as needed.
Maintain the Dean of the Faculty website and Faculty Handbook website.
Review and ensure expenses are charged to the appropriate Dean of the Faculty office budget line, and review Dean of the Faculty budgets upon request. Initiate supplier invoice payment requests as needed.
Collaborate with department and program AAs on logistics for new hire searches, including scheduling interviews for the candidates with the Dean, recruiting and scheduling participants for FASC interviews, and assisting with other arrangements.
Coordinate logistics for academic department and program self-studies and external reviews, including handling communication with review committee members in advance of their visits, assisting review committee members with travel arrangements and expenses, and setting up the meetings taking place during the review visits.
Schedule and collaborate on logistics for dinners honoring individuals retiring from active service on the faculty.
Order and maintain office supplies.
Other responsibilities as assigned.
Qualifications Five or more years of related experience required; three years directly supporting a senior executive or serving in an executive office preferred. Higher education experience preferred. Bachelor's degree preferred. Proficiency with all Microsoft Office applications is required. The ability to effectively use Google Apps is necessary, especially Google Drive, Docs, Sheets, Mail, and managing multiple schedules in Calendar. Ability to learn additional business and academic applications such as Moodle and website management software. Proficiency with Workday and/or similar systems is highly desired. Excellent communication skills are required, including the abilities to draft and edit complex documents and emails. Demonstrated ability to effectively delegate, monitor, and follow up on the progress of multiple assignments. Strong interpersonal skills, a high level of diplomacy, and the ability to interact with all members of the College community are required. The Executive Assistant must have demonstrated abilities to handle confidential information in a discreet manner, to be proactive, to manage multiple priorities, and to maintain a professional demeanor under pressure.
Required Applicant Documents
Resume Cover Letter Contact Information for 3 References
Optional Applicant Documents
Special Instructions to Applicants Please visit us at https://employment.vassar.edu/. To complete the on-line application process, you will be required to attach your resume, cover letter and contact information for 3 professional references (Word or PDF format required). Review of applications will begin immediately.
For full consideration applicants should apply by:
Vassar is strongly committed to fostering a community that reflects the values of a liberal arts education and to promoting an environment of equality, inclusion and respect for difference. Vassar College is an affirmative action, equal opportunity employer, and applications from members of historically underrepresented groups are especially encouraged.
Copyright 2017 Jobelephant.com Inc. All rights reserved.
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.