Executive Assistant and Faculty Housing Coordinator

R00033918

Poughkeepsie, NY

Department Dean of Strategic Planning and Academic Resources

Job Family Staff - Non-Union

Vassar College is deeply committed to providing equal employment opportunities to all applicants and employees by promoting an environment of transparency and respect for differences. We welcome applications from individuals of all backgrounds who meet the qualifications of a posting. If you need to request an accommodation to fully participate in the search process, please contact [email protected] . 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 College’s 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 College’s faculty housing and leasehold programs by coordinating assignments, rental agreements, financial processes, property management, and leasehold transactions.

Responsibilities Faculty Housing Administration

• Administer the College’s 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 …