Administrative Assistant

Unit Job Status FLSA

Position Information

Position Title Administrative Assistant Reports To Faculty Discipline N/A - Not Applicable Faculty is eligible for Tenure Track?

Funding Source

Functions and Responsibilities

Job Summary

Under the supervision of the Director of Facilities and Management Planning, the Administrative Assistant is responsible for performing responsibilities and support activities related to the

functions for the office of Auxiliary Services.

Supervisory Role

Oral and written instructions are received from the Vice President of Administration & Finance

or designee. The Administrative Assistant may supervise support staff and student workers.

Duties & Responsibilities

1.Assist with operational and administrative details of the office inclusive of the handling

of routine clerical functions, tracking of facilities usage, and for providing on-site

monitoring of events as needed.

2.Handle routine office functions including the appointment and admission of visitors,

telephone coverage, ordering supplies and referring inquiries to the appropriate areas.

3.Independently compose memoranda, correspondence, and other required

communications.

4.Assist with the inspection of facilities scheduled for use. Maintain a record of damaged,

worn-out and missing property. Maintain a system for the updating and tracking of

information pertaining to the facilities' usage.

5.Assist with the administration of standardized procedures to guarantee payment of

service charges for usage of facilities and/or for College property damaged, destroyed, lost

or stolen as a result of user negligence.

6.Maintain a system of control for monies received from facilities usage, events, activities,

and other related items.

7.Prepare, process, and file personnel action request forms, purchase orders, supply

requisitions, pay forms and related documents.

8.Maintain accurate and up-to-date files on institutional rental contracts and other related

documents.

9.Arrange and coordinate required services from other college areas including, but not

limited to, Printshop, MPT, mail/shipping and receiving, etc.

10. Maintain strict confidentiality and security of staff, student and client records.

11. Prepare routine, special and ancillary reports as required.

12. Perform other related duties as required.

Physical Requirements Additional Requirements

Minimum Qualifications

Experience (number of years), Knowledge and/or Abilities

1.Associate's degree.

2.Demonstrated knowledge of English grammar and punctuation.

3.Working knowledge of computer software applications, preferably the Microsoft Office

suite of applications.

4.Demonstrated ability to work under pressure, prioritize assignments and to exercise good

judgment at all times.

5.Demonstrated ability to work effectively with academic, staff and student populations as

well as external constituents.

6.Strong organizational skills.

7.Excellent interpersonal skills.

8.Ability to communicate effectively, orally and in writing.

9.Ability to work in a multi-cultural environment.

Education Requirements Licenses and Certifications (including e.g., CPR, first aid, driver's license, etc.)

Preferred Qualifications

Experience (number of years), Knowledge and/or Abilities

1.Associate's degree in Business Administration or a related area.

2.One or more years of experience in secretarial, clerical or office management.

3.Ability to deal with the public and institutional staff.

Education Requirements Licenses and Certifications (including e.g., CPR, first aid, driver's license, etc.)

1.Ability to work an extended schedule, including evenings, weekends and holidays,

according to demands of the role and tasks.

Posting Details

Posting Information

Open Date 01/10/2024 Open Until Filled No Close Date 06/30/2024 Special Instructions Summary Equal Employment Opportunity Statement

Essex County College is an Equal Opportunity Employer - All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ethnicity, citizenship status, ancestry, age, sex, sexual orientation, gender identity, gender expression sexual orientation, marital status, physical or mental disability, veteran status, military status, genetic information or any other characteristic protected by law.