Administrative Assistant-K

About Vassar College

Located in the scenic Mid-Hudson Valley, Vassar College is a highly selective, residential, coeducational liberal arts college.

Vassar stands upon the homelands of the Munsee Lenape .

Vassar College is deeply committed to increasing the diversity of the campus community and to promoting an environment of equality, inclusion, and respect for difference.

The College is an Equal Opportunity and Affirmative Action employer, and especially welcomes applications from veterans, women, individuals with disabilities, and members of racial, ethnic, and other historically underrepresented groups.

Vassar College is a smoke-free, tobacco-free campus. Position Summary and Responsibilities The Administrative Assistant provides administrative and operational support to the Film Department by serving as a primary contact for students, faculty, and guests and assisting the Chair and faculty of the department with all administrative functions.

Responsibilities

• Enter data related to expenses for the Department, track and compare planned budget to actual expenses and provide notice if out of alignment.
• Add information to department calendars; maintain schedules for use of classrooms; respond to inquiries; schedule department meetings;

take notes at meetings upon request; work with Film Majors’ Committee to schedule their meetings and programming.

Support the organization and help lead the execution of class and department events such as student film showcases and events featuring visiting artists & scholars.

Tasks may include building itinerary and coordinating with other participants, preparing or supervising student worker in the preparation of promotional materials, drafting and disseminating promotional materials, arranging catering for events, assisting in shipment, receipt, and return of screening materials, assisting audience members in locating and accessing event venue, coordinating with Facilities for cleaning needs related to larger events.

• Assist other department faculty and associated staff with preparation of course materials, professional materials, and relevant purchases.
• Enter information into department databases and website; establish and maintain records, such as student information, honors analyses and department prizes;

maintain records of Department’s archival holdings of scripts, clippings, screening materials, student / faculty films, and related records and work with Chair and other staff to make preservation and storage decisions.

Schedule appointments and visits; assist Chair in staffing plans, course masters and other departmental tasks; maintain the Department’s independent course and room scheduler;

route internal and external room use requests for the main screening venue; arrange scheduled screenings for courses with Registrar

Assist with arrangements for department guests, which may be for guest speakers, lecturers, and / or candidates for faculty searches.

This will include, but is not limited to, travel reimbursements, honoraria, as well as setting up accommodations.

• Handle confidential letters, recommendations, and reports for the Chair.
• Supervise office student assistants and / or interns.
• Update course catalog copy and department information.
• Submit work orders and follow up on status of major projects and repairs and maintain supplies and office equipment.
• Work with other departments on campus including Accounts Payable, Registrar, Dean of the Faculty, Facilities, Purchasing, Student Employment, Human Resources, and Campus Activities.

Qualifications Required

• One to two years of administrative support experience or equivalent combination of education and experience.
• Strong computer skills are required including proficiency with both Mac and PC platform

environments, , and a variety of email and internet browsers. Must be open to learning new software as needed.

• Excellent written and verbal communication skills and telephone manner.
• Ability to interact socially with others. Demonstrated professional, problem-solving demeanor and good judgment and discretion.
• Must exercise discretion and maintain confidentiality.
• Strong organizational and time management skills.
• Ability to effectively manage deadlines and multiple, competing priorities.
• Ability to work independently.
• Ability to sit and stand for extended periods of time.

Preferred

• Familiarity with and ability to use Adobe Suite for image editing and to create poster publicity for events.
• Proficiency in using Microsoft Word, Microsoft Excel, Google’s suite of tools (Gmail, calendar, drive, docs, etc.), Workday (or comparable database systems), Curriculog, EMS

Compensation