Program Administrator to the Associate VP for Alumnae/i Engagement and Director of the AAVC
Department: Alumnae/i Affairs & Development Office
Duration of Position: Full year / Full time
Position Type: Administrator
Posting Removal Date: Open Until Filled
Posting Number: 1001547
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 ResponsibilitiesThe Program Administator is critical to the success of the work of the Associate Vice President for Alumnae/i Engagement and Executive Director of the Alumnae/i Association of Vassar College (AAVC). The Board of the AAVC represents Vassar's nearly 40,000 alumnae/i across the globe and is comprised of seven standing committees and several ad hoc committees that serve the interests of this diverse constituency. The Program Administrator, at the direction of the AVP/ED, executes three weekend meetings annually of the AAVC Board, monitors the department budget and regularly updates the AVP/ED on available funds, prepares for the nominations process as directed by the AVP/ED, and handles all external constituents with sensitivity, confidentiality and unwavering professionalism. In addition, this individual supports the AVP/ED in managing urgent communications of a sensitive nature to the alumnae/i community in collaboration with senior leadership at the college.
Provides administrative support to the AVP/ED, as well as the AAVC president, Board Cabinet, and Executive Committee.
Manages all aspects of AAVC board meeting preparation, including production of orientation materials and board books, board member travel, hotel arrangements, ground transportation, catering, and audio-visual services.
Closely monitors expense and revenue streams and provides the AVP/ED with reports on a monthly basis. Reconciles expenses through online financial management tool. Makes recommendations for future allocations in line with emerging strategic priorities. Responsible for the AAVC board meeting and committee meeting minutes.
Conducts research on candidates at the request of the AVP/ED in support of the chairs of the Nominating and Governance Committee and the Alumnae/i Recognition Committee. Oversees election process for the AAVC. Maintains databases.
Schedules conference calls for the board cabinet and committee chairs, take notes, and develops follow up action plan documents.
Prepares organizational charts, board and committee directories, and bios for the annual slate of nominees for the alumnae/i website.
Attends to distinguished alumnae/i visitors to campus, including award recipients and their families.
Produces agendas based on the AVP/ED's directions for bi-annual staff retreats and weekly meetings, seeking input from all staff members. Coordinates special projects related to strategic initiatives for the department.
Qualifications Required skills and experience: A bachelor's degree is required. Three to five years of progressively responsible administrative experience, preferably in alumni relations and development or a non-profit setting.Strong organizational, communication, and event planning skills; the ability to successfully manage multiple projects within a deadline.Ability to work as part of a closely-knit team with reliability and consistency. Demonstrated ability to interact successfully and sensitively with cross-generational and multi-cultural groups of alumnae/i, students, faculty, staff, and other constituencies.Ability to work independently and exercise good judgment and discretion, paying close attention to detail in the presentation of written and verbal communications.Strong computer skills are a must, including proven proficiency in Microsoft Word, Powerpoint, Excel, Google suite, database management, various email platforms, and internet research.Evening and weekend work is required.
Required Applicant Documents Resume Cover Letter Contact Information for 3 References Other 1
Optional Applicant Documents
Special Instructions to Applicants To complete your on-line application, you will be required to attach a cover letter, resume, contact information for three (3) professional references, and a brief writing sample (3 to 5 pages). The attachments need to be in Word or PDF format. Review of applications will begin immediately. This position will remain open until 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.