Administrative Assistant - Part Time

Position Title ADMINISTRATIVE ASSISTANT - PART TIME Reports To Director

Functions and Responsibilities

Job Summary

Under the supervision of the Executive Director Institutional Advancement or designee, the Administrative Assistant is responsible for performing responsibilities and support activities related to the functions for the area of Institutional Advancement.

Supervisory Role

Oral and written instructions are received from the Executive Director Institutional Advancement or designee. The Administrative Assistant may supervise support staff and student workers.

Duties & Responsibilities

1.Handle routine office functions including the appointment and admission of visitors, telephone coverage, ordering supplies and referring inquiries to the appropriate areas.

2.Assist with the processing of documents, record management and retention, data related activities associated with the Banner system.

3.Independently compose memoranda, correspondence, and other required communications. Complete moderately complex and routine word-processing and transcription duties.

Compile information for budget, administrative, technical, specialized or other related reports and studies. 4. Prepare, process, and file personnel action request forms, purchase orders, supply requisitions, pay forms and related documents.

5.Assist with operational and administrative details inclusive of workshops, meetings and special fundraising events.

6.Maintain office equipment and determine the need for repair.

7.Arrange and coordinate required services from other college areas including, but not limited to, Printshop, MPT, mail/shipping and receiving, etc.

8.Handle and/or manage sensitive information and adhere to strict confidentiality at all times.

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

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

11. Perform other related duties as required

Physical Requirements

The physical demands described here are representative of those that must be

met by an employee to successfully perform the essential responsibilities and

functions of the job and are not meant to be all inclusive. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job.

Unless reasonable accommodations can be made, while performing this job the staff member shall:

● Use strength to lift items needed to perform the functions of the job.

● Sit, stand and walk/move from place to place for required periods of

time.

● Move between buildings.

● Speak and hear, communicate using telephone and/or walkie talkie.

● Use close vision, color vision, peripheral vision and depth perception

along with the ability to focus vision.

● Communicate effectively in English, using proper grammar and

vocabulary.

● Reach with hands and arms and use hands and fingers to handle

objects and operate tools, including but not limited to, computers,

keyboards, telephones, calculators, and controls.

● Bend, twist, climb, push, pull, and lift.

Additional Requirements

Minimum Qualifications

Minimum 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.Excellent interpersonal skills.

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

8.Ability to work in a multi-cultural environment

Minimum Education Requirements Associate's Degree 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 degree in business administration or a related area.

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

3.One or more years' experience in clerical or office management

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

Posting Details

Posting Information

Open Date 01/30/2024 Open Until Filled No Close Date 05/31/2024 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.