Administrative Assistant

Saint Peter's University, founded in 1872, is a Jesuit, Catholic, coeducational, liberal arts University located in Jersey City, New Jersey.

Saint Peter's University seeks to develop the whole person in preparation for a lifetime of learning, leadership, and service in a diverse and global society.

Committed to academic excellence and individual attention, Saint Peter's University provides education, informed by values, primarily in degree-granting programs in the arts, science, and business, to resident and commuting students from a variety of backgrounds.

Saint Peter’s University is an Equal Opportunity/Affirmative Action Institution with a strong commitment to diversity. Saint Peter’s University desires to ensure that faculty, students and staff members from underrepresented and marginalized populations are an integral part of the life and governance of the institution.

For more information about Saint Peter's University, please visit www.saintpeters.edu.

Named #1 in the nation for transformation in 2018 by the American Council on Education/Fidelity Investments

Posting Details

Position Information

Job Title

Administrative Assistant

Campus

Jersey City Campus

Department

Biology

Full Time, Part Time, Adjunct

Job Description

The Administrative Assistant to the Departments of Biology, Chemistry, and Applied Science and Technology will provide administrative support to ensure efficient and effective operation of the offices. They will support managers and employees through a variety of tasks related to organization and communication, and will be responsible for confidential and time-sensitive material. They will be familiar with the University’s and departments’ disciplines, practices, and procedures. They will effectively communicate via phone and email, and ensure that all of their duties are completed accurately, with high quality, and delivered in a timely manner. They may direct and lead the work of others, and will rely on experience and judgment to plan and accomplish goals. A wide degree of creativity and latitude is expected

Duties & Responsibilities

• Assist the Department of Biology, the Department of Chemistry, and Department of Applied Science and Technology, and the undergraduate and graduate programs nested within these departments
• Perform general clerical and administrative tasks including answering the phone, taking messages, filing, typing, taking department meeting minutes
• Scanning and emailing forms and general office work
• Greet and assist visitors to the office
• Maintain office filing systems and handle office records
• Maintain electronic files, student records and contact lists
• Serve as a liaison between students and faculty by facilitating communication and setting up advising appointments electronically, providing information for student inquiries, either assisting students personally or directing them to the appropriate offices.
• Proofread and send letters of recommendation and congratulations letters
• Serve as a liaison between the department and enrollment services
• Maintain a neat and orderly shared workspace
• Maintain professional and technical knowledge by attending job training when offered on campus.
• Responsible for directly supporting full-time faculty with the coordination and organization of office work.
• Provide support for part-time faculty and facilitate communication between the Chair of the department and the part-time faculty, as needed.
• Assist both full time and part time faculty with textbook adoptions via Follett
• Prepare and keep a record of a variety of complex documents for the faculty, including reports, exams, syllabi, letters, memoranda, course schedules and any other needed by the faculty.
• Inputs documents from handwritten, type-written, or printed sources, proofreads, revises, and prints out documents as requested by originators.
• Schedule appointments as requested by the faculty.
• Assists in scheduling meetings and seminars, including making appropriate arrangements for reservations of meeting rooms, arrangements for refreshments, sending meeting notices and follow-up notices as may be requested by the faculty.
• Coordinate media services requests, maintenance requests, catering orders, and parking arrangements for conferences and guest speaker
• Receive and distribute incoming mails for faculty in accordance with personal desires of each faculty member, handle all outgoing mail.
• Receive calls, take messages, and place calls as requested by the faculty.
• Facilitate purchase of office supplies, lab supplies, and maintenance work orders.
• Coordinate repairs to office and lab equipment, with the Lab Managers
• Other office duties as needed by the departments

Qualification Standards

• Experience in an office setting or a directly related field to demonstrate sufficient knowledge, skill, and ability to perform the essential functions of the position.
• Knowledge of Microsoft Office
• Ability to Multitask, complete tasks in a timely manner, and follow up on pending matters
• Sufficient digital literacy to use University systems and platforms, which include MS Office Suite, Google Suite (Mail, Docs, Sheets, Slides), Zoom, and other systems and digital tools.

Education

• Experience in an office setting or a directly related field to demonstrate sufficient knowledge, skill, and ability to perform the essential functions of the position.
• Knowledge of Microsoft Office
• Ability to Multitask, complete tasks in a timely manner, and follow up on pending matters
• Sufficient digital literacy to use University systems and platforms, which include MS Office Suite, Google Suite (Mail, Docs, Sheets, Slides), Zoom, and other systems and digital tools.

Physical Demands

Experience

Licenses (if applicable)

Working Conditions

• Must be able to remain in a stationary position for extended periods of time.
• The person in this position needs to move about both inside the office and at other locations.
• Frequently operates a computer for extended periods of time.
• Frequently communicates with others over the phone and in person; must be able to exchange accurate information in these situations.
• Ability to speak clearly and communicate proficiently in English.

Physical requirements

Occasional lifting and moving of items of 15 to 20 pounds

Posting Detail Information

Posting Number

PS372P

Position Posting Date

Close Date

Open Until Filled

No

Special Instructions to Applicants

Quick Link

https://saintpeters.peopleadmin.com/postings/3199