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Administrative Assistant

Employer
Middlesex College
Location
Edison, New Jersey, United States
Salary
Competitive Salary
Date posted
Aug 6, 2024
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Job Details

SALARY $52,982.00 Annually

OPENING DATE: 8/5/2024

CLOSING DATE: 8/26/2024 11:59 p.m.

UNIT: AFSCME – Grade Level 9

DEPARTMENT: Liberal Arts (LA) and Business, STEM, and Health Professions (BSTHP) Academic Divisions

REPORTS TO: Dean of BSTHP



PRINCIPAL RESPONSIBILITIES:

  1. Provides comprehensive administrative support to the Liberal Arts (LA) and Business, STEM, and Health Professions (BSTHP) Academic Divisions, including but not limited to managing calendars, scheduling meetings, preparing correspondence, and handling communications. Assists with administrative tasks, including photocopying, scanning, and preparing materials. Provides support for routine and special projects and initiatives as needed, including but not limited to gathering materials and data.
  2. Maintains an organized office environment, orders supplies, and manages office equipment. Organizes and coordinates administrative workflows. Ensures the office runs efficiently and effectively.
  3. Serves as the primary point of contact for internal and external inquiries, providing information and assistance as needed. Answers phone calls, emails, and other forms of communication professionally.
  4. Maintains accurate records and files, including student records, faculty files, and departmental documents. Ensures all records are kept confidential and secure.
  5. Assists in the planning and executing events, meetings, and functions related to the academic divisions. Coordinates logistics, prepare materials, and provide on-site support as needed. Attends divisional and other campus meetings as directed.
  6. Assists with budget tracking and financial reporting. Processes invoices, purchase orders, and reimbursements in accordance with College policies.
  7. Enters and updates data in College systems and databases. Ensures data accuracy and integrity.
  8. Assists students with inquiries related to academic programs, courses, and resources. Provides guidance and support to ensure a positive student experience.
  9. Performs other duties as assigned that are appropriate to the position.


MINIMUM QUALIFICATIONS:
  • High School Diploma or equivalent
  • Three (3) years of full-time administrative or clerical experience in a busy office setting.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, TEAMS, OneDrive)
  • Proficiency in ADOBE or similar PDF format.
  • Excellent written and verbal communication skills.
  • Attention to detail and accuracy.
  • Strong organizational and time management skills.
  • Ability to handle multiple tasks simultaneously and prioritize effectively.
  • Ability to work independently and as part of a team.
  • Professional demeanor and ability to maintain confidentiality.
PREFERRED QUALIFICATIONS:

  • Associate or higher degree or Business/Secretarial certificate
  • Willing to learn relevant technological advancements and utilize applications, including AI
  • Working knowledge of Colleague/Elucian SMS or similar programs
  • Previous work experience in an academic area/college/school setting
  • Knowledge of Middlesex College's institutional and academic procedures


SUPPLEMENTAL INFORMATION:

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

RETIREMENT PLAN: Pension Eligible

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

Company

 Middlesex College

Middlesex College is a place where everyone has equal access to opportunity and a chance to THRIVE… in education, exploration, growth and personal progress.

Our students are recent high school graduates looking to take the first two years toward a bachelor’s degree; others want to start a great career right after graduating from Middlesex College. Some may be adult students who have been out of school for a while, looking to upgrade their skills or start college. They are returning military veterans seeking an education. They are also recent immigrants looking to improve their English skills or participate in workplace training.

Less than an hour from New York City, our home county is strategically located near lucrative career opportunities in technology, healthcare and business, with employers like Johnson & Johnson and the fast-growing autonomous technology industry.

Our students hail from every town in Middlesex County, the most diverse county in the state according to the 2020 U.S. Census, and nearly 40 countries.

Thanks to scholarships and grants, we make it possible for anyone to afford Middlesex College without getting into debt. Students and families who make less than $65,000 are eligible for grants covering the entire cost of tuition.

Our caring faculty nurture students as they prepare to transfer to a four-year college or enter the world of work, providing career guidance and extending help beyond normal office hours.

Middlesex College is an inclusive workplace that welcomes diverse perspectives and lived experiences, and values each person's contributions.

Join our team in serving a diverse population of more than 12,000 students. The campus community, representing a variety of ages, races, ethnicities, interests, and backgrounds, all work together toward the common goal of providing access to a quality, affordable education to a diverse population.

We understand that total rewards play an important role when choosing where to work. Full-time employees enjoy work-life balance, competitive and equitable compensation, and a friendly, inclusive work environment.

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