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Administrative Assistant to the President

Employer
New Jersey City University
Location
Jersey City, New Jersey, United States
Salary
Competitive Salary
Date posted
Oct 3, 2024

Job Details



POSITION: ADMINISTRATIVE ASSISTANT TO THE PRESIDENT


LOCATION: OFFICE OF THE PRESIDENT

SUMMARY: The Administrative Assistant serves as the primary office coordinator and point of contact for guests visiting the Office of the President. This individual performs a range of administrative support and contributes to the efficient operational functions for the Office of the President.

DUTIES AND RESPONSIBILITIES:

• Complete a broad variety of administrative tasks for the President’s Office, including managing an extremely busy calendar and preparing the President for daily events and meetings.

• Responsible for the President’s travel arrangement and itinerary.

• Prepare materials and agendas for internal and external meetings, circulate action items, and keep track of important tasks.

• Assist with documentation and communication emanating from and/or coordinated by the office, often confidential in nature.

• Works closely with Chief of Staff and Executive Assistant.

• Create and maintain files, databases, reports, and communications.

• Serve as the first point of contact with the office and establish a welcoming and inclusive atmosphere.

• Serves in integral role in planning and facilitation of support activities for the office.

• Assist with scheduling and coordinating meetings, special events or other related functions.

• Coordinates with necessary staff and external contacts ensuring that events and meetings are facilitated in an effective manner.

• Provide high-level support for the daily operations of the President’s Office team including but not limited to phones, reports, student, alumni, and donor contact.

• Screen and direct phone calls, respond to requests, open and distribute mail, monitor office email, maintain up-to-date files, coordinate travel arrangements and details, and assist with post-travel expense reports.

• Contribute to the shared vision for the office; building consensus and cooperation; and demonstrating a strong commitment to inclusionary practices which support diversity, equity, inclusion, and belonging within the office, and the University throughout all aspects of the position.

• Maintain central repositories for all official Board actions of the university and provides the interface with Institutional Effectiveness pertaining to the codification of university policies.

• Confer with supervisor concerning assignment progress and resolutions.

• Assume responsibility for other tasks and projects as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

· Excellent interpersonal relationship skills.

· Calendar management.

· Demonstrated expert skill level in Word, Excel, PowerPoint, Outlook, and internet search software equivalent to the position.

· Ability to work independently.

· Demonstrated experience in event planning and project management.

· Proven track record of customer service and people skills.

· Demonstrated ability to work collaboratively with colleagues.

· Experience supporting multiple and varying level team members.

· Experience in a high-volume, fast-paced environment.

· Strong project management with keen attention to detail.

· Ability to work with a high degree of confidentiality and maintain proper discretion.

· Strong verbal and written communication skills.

· Ability to perform high level tasks in a fast-paced environment and work collaboratively with a team.

· Must demonstrate professionalism in responding to staff, students, and various internal/external constituencies, including trustees, donors, and community members.

EDUCATION: Bachelor’s degree or equivalent. A combination of education and experience may be considered.

EXPERIENCE: Minimum three (3+) years of experience in a high-level administrative support role with experience supporting multiple senior level roles.

We offer a competitive Compensation and Benefits Package

New Jersey City University is an equal opportunity institution encouraging a diverse pool of applicants.

SAME Applicants: Candidates applying under the New Jersey “SAME” program, must include a Schedule A or B letter with other supporting documents (resume, proof of degree, etc.) by the closing date indicated above. For more information, please visit https://nj.gov/csc/same/overview/index.shtml , email: SAME@csc.nj.gov, or call CSC at (833) 691-0404

New Jersey City University is a Tobacco and Smoke Free Campus. For the health of our employees, students and visitors, smoking, vaping and tobacco use is not permitted on campus. This includes all buildings, grounds and parking lots.

CUT-OFF FOR FILING APPLICATIONS: Open Until Filled

New Jersey City University (NJCU) is not accepting applications from third party recruiters for this position. Any resumes, curriculum vitae or applications submitted to NJCU for this position shall be deemed the property of NJCU and no commissions or referral fees shall be paid.

Company

New Jersey City University empowers its students through a highly accessible, equity-driven, and transformative education

Established in 1927 as a training school for teachers , New Jersey City University is a culturally diverse public urban comprehensive institution located in the greater New York metropolitan area and is one of seven state colleges/universities in New Jersey. The University offers undergraduate and graduate programs in the liberal arts and professional studies to almost 8,000 students, an expanding Professional Education and Lifelong Learning program, and a significant presence in Distance Education. We have almost 250 Full-time faculty.

Located in Jersey City, N.J., one of the most diverse cities in the nation, and just minutes from New York City, NJCU's College of Arts and Sciences, Education, Professional Studies, and School of Business offer 59 undergraduate degree programs and 31 graduate programs, including emerging and interdisciplinary fields.

NJCU students engage in rigorous applied-learning experiences that include opportunities to study abroad, and cooperative education internships.  NJCU operates two additional campus sites—NJCU School of Business at Harborside Plaza 2 in Jersey City’s financial district and NJCU at Fort Monmouth in Monmouth County.

NJCU provides a superior benefits and compensation package to new employees.

New Jersey City University.

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