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Admin. Asst. to the Vice President for Institutional Advancement

Open Only to Middlesex College Employees

***Posting Extension - Previous Applicants Need Not Reapply***

Classification Title: Administrative Assistant to the Vice President for Institutional Advancement

Salary: $60,362

Department: Institutional Advancement

Pay Grade: ADM3

Reports To: Vice President for Institutional Advancement

FLSA Status: Exempt

Unit: Administrator

Opening Date: 11/30/2022

Closing Date: 12/7/2022 11:59 p.m.





GENERAL STATEMENT OF JOB



Provides support to the Vice President for Institutional Advancement through the performance of various administrative functions.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

  1. Coordinates complex departmental/divisional activities and/or projects from inception through completion.
  2. Interacts with and provides customer service to external stakeholders including local and state government, media, alumni and others.
  3. Provides executive support to the Vice President for Institutional Advancement and several division Directors.
  4. Maintains the calendar of the Vice President for Institutional Advancement.
  5. Collects searches and organizes materials to assist the division/department.
  6. Prepares correspondence, reports, agendas, and minutes of meetings.
  7. Arranges, participates in, and implements, as directed, meetings and conferences.
  8. Maintains accurate files and records via manual or computerized systems including comprehensive personnel files as assigned.
  9. Operates all available office equipment, including computers, word processing equipment, voice transcription equipment, and Fax machine.
  10. Coordinates with Director of Events and Media Services involving a wide scope of College events, including Celebration Day and Commencement.
  11. Works with the Middlesex College Foundation in the coordination and planning of fundraising and donor engagement events.
  12. Oversees most Institutional Advancement departmental budgets for the year.
  13. Performs other duties as assigned.




MINIMUM QUALIFICATIONS


  • High School Diploma/GED;
  • Four (4) years’ experience in an administrative support role;
  • Experience providing executive-level administrative support
  • Two years’ experience in a higher education environment;
  • Proficiency with Microsoft Office Suite and videoconferencing platforms such as Zoom and Microsoft Teams; and
  • Strong computer skills with significant knowledge of Microsoft Office.


PREFERRED QUALIFICATIONS


  • Associates or Bachelor’s degree;
  • Excellent written, verbal, and interpersonal skills; and
  • Ability to work collaboratively and manage multiple projects.


PHYSICAL REQUIREMENTS



The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required:
  • Hearing 2: Ability to receive detailed information through oral communication, and to make the discrimination in sound.
  • Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
  • Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
  • Talking 2: Shouting in order to be heard above ambient noise level.
  • Visual Acuity 4: Have visual acuity to operate motor vehicles and/or heavy equipment.
SUPPLEMENTAL INFORMATION



SCHEDULE : Monday - Friday, 8:30 a.m. to 4:30 p.m.

RETIREMENT : Pension Eligible

NJ First Act



Any Middlesex College employee hired after September 1, 2011 will have to meet the New Jersey residency law requirement.

Equal Opportunity Employer



Middlesex College is an equal opportunity employer and prohibits discrimination on the basis of race, creed, color, national origin, ancestry, age, gender, marital status, familial status, religion, affectional or sexual orientation, atypical hereditary cellular or blood trait, genetic information, liability for service in the armed forces of the United States, or disability.

Affirmative Action and Compliance Statement



Middlesex College is firmly committed to a policy of Equal Opportunity and Affirmative Action. The College will implement this policy to assure that the educational programs, activities, services, benefits and employment opportunities offered by the College are available to all persons regardless of sex, race, creed, national origin, ancestry, nationality, color, marital status, civil union or domestic partnership status, affectional or sexual orientation, gender identity, age, handicap (and/or disability), service in the armed forces, atypical hereditary cellular or blood trait, genetic information, refusal to submit to genetic tests, or refusal to make available results of genetic tests, in accordance with State and Federal laws. All employees and students are expected to accept these principles and to reflect their spirit in everyday relationships with fellow employees and students. Inquiries regarding compliance may be directed to the Affirmative Action Officer, Middlesex College, Chambers Hall, 2600 Woodbridge Avenue, Edison, New Jersey 08818-3050.

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