Essex County College Newark , NJ 07101
Posted 1 week ago
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.
Maintain strict confidentiality and security of staff, student and client records.
Prepare routine, special and ancillary reports as required.
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.
Essex County College