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. Vassar College is a smoke free/tobacco free campus.
Position Summary and Responsibilities
The Office Specialist supports the activities of the Dean of the Faculty Office and reports to the Director of Academic Administration. This position interacts regularly with Faculty, Department Chairs & Program Directors, Academic Department Administrative Assistants, Human Resources, Payroll, and Computing and Information Services.
Information and Analysis:
Provide current and accurate information/statistics on faculty reviews/hiring.
Access and extract information from digitized faculty files (Perceptive Content).
Design and maintain databases for analysis of faculty staffing plans. Information is used during the staffing planning process to determine where positions are needed and whether or not current contracts need to be renewed, as well as to build the salary budget for the following year.
Maintain the faculty review schedule.
Enter and track data using Workday and Banner - faculty suffrage, degrees, reviews, etc. Must be knowledgeable of the policies outlined in the Faculty Handbook and Governance.
Other duties as assigned.
Coordinate faculty recruitment advertisements: work with Department Chairs to determine appropriate journals for faculty ads, research rate & submission information, arrange for submission of advertisements.
Process appointment letters/contracts for all faculty hires. Letters are tailored based on faculty status; therefore, must be able to determine the type of appointment to process the correct letter and contract.
Assist with coordinating the faculty salary process.
Design, organize & maintain office filing systems, standard & electronic.
Assist with coordination of the Language Fellow program. Work with language departments on the hiring process, coordinate visa paperwork with the Assistant Dean of Campus Life and International Services, coordinate room assignments and meal plans with Residential Life, make arrangements for language fellow health insurance.
Provide back-up for Dean of the Faculty Assistants/reception.
Respond to faculty employment verification inquiries.
Other duties as assigned.
Qualifications The desired candidate will have at least 3-5 years of progressively responsible administrative support experience. Prior work experience in higher education setting preferred. The candidate should have a demonstrated ability to work and communicate effectively with diverse constituencies and competence in oral and written communications. Tact, diplomacy and the ability to exercise discretion and confidentiality are required, as is a demonstrated ability to exercise resourcefulness and professionalism while managing multiple tasks simultaneously. The desired candidate will also show evidence of strong time management and organizational skills, attention to detail, and the ability to apply independent judgment with limited supervision and instruction. Excellent computer skills and experience required, including Microsoft Word, Excel, database management (Banner and Workday preferred) and e-mail. Associates degree (or higher) preferred.
Required Applicant Documents
Resume Cover Letter Contact Information for 3 References
Optional Applicant Documents
Special Instructions to Applicants To complete your on-line application, you will be required to attach a cover letter, resume and contact information for three references from people who have directly supervised your work. (Word or PDF format required for all attachments.) Review of applications will begin immediately and will continue until the position is filled.
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.
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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.