Executive Assistant and Faculty Housing Coordinator

Department

Job Family

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Job Description

Position Summary

Vassar College seeks a highly organized collaborative and proactive professional to serve as Executive Assistant and Faculty Housing Coordinator within the Dean of Strategic Planning and Academic Resources (DoSPAR) Office. Reporting to the Dean of Strategic Planning and Academic Resources this full-time position provides executive-level administrative support while overseeing the day-to-day administration of the Colleges faculty housing and leasehold programs.

The Executive Assistant serves as a key liaison among faculty staff external partners and campus offices supporting strategic operational priorities faculty housing administration financial processes and departmental communications. This position manages the daily operations and administrative support for the DoSPAR Office including strategic initiatives communications and special projects. Additionally the role administers the Colleges faculty housing and leasehold programs by coordinating assignments rental agreements financial processes property management and leasehold transactions.

Responsibilities

Faculty Housing Administration

• Administer the Colleges faculty housing rental program and coordinate housing assignments in accordance with College policies.

• Manage housing postings applications waiting lists and assignment processes.

• Oversee the faculty housing email account and respond to tenant inquiries.

• Maintain accurate records related to tenants leases housing inventory and occupancy.

• Prepare distribute and track rental agreements and supporting documentation.

• Coordinate down payment assistance loan applications and related financial processes.

• Manage building access for designated properties in collaboration with Campus Safety and the Card Office.

• Work closely with the Office of General Counsel to ensure compliance with rental agreements and applicable laws.

Facilities Coordination and Property Management

• Coordinate apartment turnovers including inspections cleaning repairs painting and vendor services.

• Collaborate regularly with Facilities Operations regarding maintenance requests repairs and capital needs.

• Conduct move-out assessments and maintain records of unit conditions.

• Communicate seasonal information and housing updates to residents.

• Assist with long-term planning related to faculty housing resources and utilization.

Leasehold Administration

• Maintain records for leasehold properties including sales repurchases rentals and ownership changes.

• Coordinate property listings appraisals inspections compliance-related activities and related documentation.

• Support leasehold repurchase processes in collaboration with faculty members estates legal counsel and external partners.

• Work with VP of Finance to maintain leasehold data and documentation used for financial reporting and tax-related calculations.

Executive and Administrative Support

• Manage calendars scheduling and logistics for meetings events retreats and divisional activities.

• Prepare agendas attend meetings record and distribute minutes and maintain records.

• Serve as a primary point of contact for the office by responding to inquiries and coordinating communications.

• Maintain confidential records and filing systems in both electronic and physical formats.

• Coordinate communications among DoSPAR direct reports and provide regular updates to the Vassar community.

• Organize materials and scheduling for athletic reviews and other administrative processes.

• Arrange travel and coordinate logistical support as needed.

• Collaborate with Communications to maintain and update DoSPAR and Faculty Housing websites.

Financial and Contract Administration

• Collaborate with the Office of General Counsel to prepare contracts using information provided by DoSPAR staff.

• Process requisitions supplier invoice requests purchase order receipts and journal entries in Workday.

• Reconcile office credit card transactions and financial records.

• Coordinate payroll rent deductions and review payroll reports for accuracy.

• Track alternative payment arrangements and monitor outstanding balances.

• Record deposits and maintain financial records associated with faculty housing and leasehold programs.

• Generate financial reports and support budget tracking activities.

Project and Operational Coordination

• Assist with implementation of operational and strategic initiatives within the DoSPAR portfolio.

• Coordinate timelines communications and documentation for special projects.

• Support data gathering reporting and assessment activities related to housing and departmental operations.

• Contribute to process improvement initiatives and digitization of records.

• Maintain shared databases directories and housing-related information systems.

Required knowledge skills and abilities

• Bachelors degree.

• Demonstrated experience in administrative operations project coordination property management or a related field.

• Strong organizational skills with exceptional attention to detail and accuracy.

• Excellent written verbal and interpersonal communication skills.

• Exceptional organizational and project coordination skills.

• Strong customer service orientation and relationship-building abilities.

• Excellent judgment discretion and problem-solving skills.

• Ability to balance detailed administrative work with broader operational priorities.

• Strong written communication and record management skills.

• Ability to manage competing priorities while maintaining accuracy and responsiveness.

• Commitment to collaboration service and institutional mission alignment.

• Ability to manage multiple priorities and deadlines simultaneously.

• Demonstrated discretion and ability to handle confidential information.

• Proficiency with Microsoft Office Google Workspace and database systems.

• Ability to work effectively with a diverse community of faculty staff and external partners in a collaborative environment.

• Ability to conduct site visits that may require walking climbing stairs and inspecting housing units.

Preferred knowledge skills and abilities

• Experience in higher education administration faculty housing property management or real estate transactions.

• Experience with Workday QuickBooks or similar financial and administrative systems.

• Familiarity with contract administration payroll coordination and financial reconciliation.

• Experience maintaining websites and coordinating communications.

• Demonstrated ability to analyze data and support process improvement initiatives.

Compensation

The compensation for this position is $25.11 - $32.63 hourly.

When extending an offer Vassar College considers factors such as (but not limited to) scope and responsibilities of the position candidates work experience education/training key skills internal peer equity budget and other market and organizational considerations. The starting salary range represents the Colleges good faith and reasonable estimate at the time of posting.