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Administrative Assistant - Vermont Administration

Position Details

Position Information

Position Title Administrative Assistant - Vermont Administration
Employment Type Staff - Administration
Employment Status Full Time
Bi-weekly Hours
Appointment Length 12 Month
Duration of Appointment
Semester Appointment Term
Position Summary

Please be advised that this position will be physically located at our satellite campus, located in Colchester, Vermont.

Provide administrative support to the Vermont Administration Team. Under limited supervision, the Administrative Assistant provides administrative and support services for a variety of functions within the campus.

Responsibilities
• Provide Assoc. Dean on VT campus with administrative help related to administration of the campus and academic program development. Serve as a point of contact for occupants of the building.
• Program and inventory fobs for faculty, staff, students and tenants
• Inventory and distribute keys to faculty and staff.
• Answer phone calls and direct calls to appropriate parties, or respond to caller directly.
• Coordinate all campus mail, including US Postal, inter-College, UPS, & Federal Express.
• Assist with follow-up communication, i.e. return calls, when appropriate and prepare correspondences.
• Supervise work-study students.
• Coordinate travel arrangements, create itineraries, and make reservations for faculty and staff.
• Complete Check Requests, Travel Reimbursement forms, Mileage Reimbursements, and Budget Transfers.
• Assist with budget development and management by maintaining budget records, reconciling and verifying account statements and receipts, producing financial reports and summaries, and approving expenditures as requested.
• Perform or oversee other general office duties, such as ordering supplies and maintaining records.
• Write and distribute routine correspondence such as meeting notices, CE announcements, facility announcements, etc.
• Maintain, update and distribute VT Phone List and Directory.
• Serve as the administrative liaison for the administration, staff, faculty, and students by serving as initial contact for the campus.
• Interact with vendors such as service deliveries and building maintenance to meet needs and address concerns.
• Manage VT campus calendar of events to include SGA events, department events, campus-wide events, and Albany faculty/staff campus visits.
• Accept and track all student parking requests, assign permit numbers, fobs and enter all information into College’s main database system
• Assist with coordination of on-site support and logistics for a variety of meetings and college functions for campus related events and outside groups using/renting space.
• Schedule rooms and assist with preparation and planning of departmental and campus activities for both Vermont and Albany faculty and staff.
• Provide support to academic departments as needed. Assist with requests from faculty
• Participate in student interviews as needed.
• Assist in coordinating, scheduling and participate as needed in interviews for new staff
• Perform all other duties as assigned.
• Provide assistance to Department Administrative Assistant with the following:
- Format exams and quizzes for courses online and in Word, and apply settings needed for evaluation. Publish to Blackboard with appropriate faculty dictated settings.

Required Qualifications

Associate’s degree
Minimum of 3-5 years of experience in supporting senior-level

Preferred Qualifications

Bachelor’s degree or equivalent
Experience in higher education

Physical Demands

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and the ability to adjust focus.

Posting Details

Posting Details

Posting Number Acad0722014
Desired Start Date 04/09/2018
Position End Date (if temporary)
Open Date 01/31/2018
Application Deadline
Open Until Filled Yes
Special Instructions to Applicants

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
  3. List of References
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).