Department: Dean of the Faculty Office
Duration of Position: Full year / Full time
Work Schedule:
Employee Type: Staff
Posting Date: 03/10/2023
Union Representation: Not Applicable
Posting Number: AS344P
Pay Rate:
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.Note: Vassar College has a universal vaccination policy requiring a COVID-19 vaccination, including a booster, for all employees except for those exempt for medical or religious reasons.
Position Summary and Responsibilities
The Executive Assistant is responsible for providing high level administrative support to the Dean of the Faculty. A summary of responsibilities include: coordinating the Dean's calendar, managing correspondence, records, and travel arrangements and leading/coordinating with other departments on special events and committee meetings hosted by the Dean. This position will manage special projects under the Dean's supervision. The Executive Assistant serves as the initial point of contact for faculty, administrator, and student communication and appointments with the Dean. The Executive Assistant exercises initiative and independent judgment in managing the Dean's schedule and the office's daily activities. Ensuring timely and accurate record-keeping for expenses and other office operations is essential.
Position responsibilities: 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 as appropriate, 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, including regular meetings with the Dean's direct reports, monthly meetings of department chairs and program directors, and annual meetings with the President and each department chair or program director. 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, in coordination with the Dean and the Chair of FPCC. Prepare general correspondence, emails, and reports as needed. Maintain the Dean of the Faculty and Faculty Committees websites. 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 working with the department or program AA to set up the meetings taking place during the review visits. Schedule and collaborate with the President's Office on logistics for dinners honoring individuals retiring from active service on the faculty. Order and maintain office supplies. Hire and supervise student interns assigned to the office. Other duties as assigned.
Qualifications
Five or more years of related experience. Three years in which directly supporting a senior executive or serving in an executive office preferred. Higher education experience preferred. Proficiency with all Microsoft Office applications. 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, website management software, and scheduling software. Proficiency with Workday and/or similar systems is highly desired. Excellent communication skills, 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 Evidence of strong time management and organizational skills, attention to detail, and the ability to apply independent judgment with limited supervision and instruction. Strong interpersonal skills, a high level of diplomacy, and the ability to interact with all members of the College community. 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.
Education/ Certification: Bachelors degree, or equivalent experience, required.
Special Instructions to Applicants
To complete your on-line application, you will be required to attach your resume, cover letter, and contact information for 3 professional references. All attachments must be in PDF format. Review of applications will begin immediately. If you have any questions, please contact Human Resources, 845-437-5820.
For full consideration applicants should apply by:
All applicants must apply online at: https://employment.vassar.edu/postings/3107.