Learning Resource Program
The Administrative Assistant is responsible for the daily office
operation to ensure seamless efficient operation of the Programs'
multidisciplinary services, the supervision of student and clerical
staff, and administrative support for the director(s). In addition,
the Administrative Assistant manages and coordinates the process of
new applicants and coordinates all events. The administrative
assistant is required to work closely with our admissions liaison,
manage sensitive calls for potential applicants and concerned
parents, and assume a leadership role in the absence of the
directors. Essential to this position is compliance with FERPA and
HIPAA and awareness of the confidential and sensitive nature of
Our union positions have excellent benefits including Tuition
Remission for the employee, spouse and dependent children. The
salary for this position is $39,473. Pre-employment assessment on
Microsoft Word and or Excel will be conducted.
Director of Learning Resource Program
RESPONSIBILITIES & DUTIES:
Communications and Customer Service:
- Operationally supervise student and clerical staff.
- Oversee the Admissions' operation for applicants.
- Manage all purchases for the Unit and ensure timely processing
of purchase orders.
- Provide executive assistant support to director(s).
- Oversee records of students, student and hourly payroll, and
staff time sheets.
- Coordinate room schedules and office functions with counselors,
coaches, learning specialists and support staff to ensure seamless
- Assist with maintenance of a calendar for the director(s) and
schedule daily appointments, interviews and information
- Screen telephone calls and visitors.
- Coordinate and arrange meetings.
- Compose, organize and maintain correspondence and
- Assist with complex issues, often of a confidential nature;
follow-up on pending matters.
- Communicate and/or coordinate director's instructions with
various individuals and/or departments
- Organize and prepare materials needed for conferences,
correspondence, meetings, telephone calls, workshops, etc.
- Oversee the maintenance of the filing and record system,
including confidential files, electronically and materially.
- Coordinate and compile special projects, including the
coordination of LRP summer program as directed.
- Compile departmental statistical summary reports, as
- Perform other job-related duties as assigned by the
Documentation and Information Management:
- Provide information, as directed, to faculty, students,
employees, and the general public.
- Interact with students, staff and administrators throughout the
University to resolve problems. 3. Respond to routine inquiries
regarding departmental matters.
- Answer telephone calls; screen incoming calls and
forwards/refers calls; assist in maintaining up-to-date mailing and
- Provide receptionist services; schedule appointments; maintain
calendars; refer students, faculty, employees and general public to
proper areas or persons.
- Furnish information on the department's rules and regulations,
- Assist with arrangements for special events, such as
conferences, seminars, guest lectures, fairs, community or
- Assist in training new employees in various office duties/use
of office equipment.
- Communicate with other academic or administrative departments
or outside agencies to expedite the processing of paperwork and
departmental tasks or answer inquiries.
- Prepare and print materials such as letters, memoranda, forms,
purchase orders and vouchers, using computers and relevant
- Compose and respond to routine correspondence.
- Proofread and edit documents for accuracy, formatting and
- Use office software packages such as Word and Excel in document
preparation, file maintenance and report generation.
- Collect information or data from various sources; file and
retrieve books, documents and/or data as needed. Update existing
- Create and/or maintain filing systems.
- Maintain departmental records; keep separate confidential
records when instructed.
- Prepare and process various forms, e.g., admissions forms and
- Prepare charts, graphs, or tables for presentations, reports,
and/or interoffice communications.
- Maintain financial and/or student records and databases, and
update them as necessary.
- Prepare routine reports, including drafts, using information
received from various sources.
- Assist supervisors in specialized office functions.
- Prepare the department/unit/college mailings within the
department or coordinating with outside vendors, arranging special
mail services when authorized
- Assist in preparing and distributing materials such as
REQUIREMENTS (Knowledge, Skills and Abilities):
- Perform routine upkeep of office equipment, e.g., photocopier,
computer terminals, printers, fax machines.
- A leadership role overseeing student workers, and the
organization of certain events in the absence of the office manager
may also be asked of the administrative assistant.
- Maintaining complex databases and the ability to translate data
and compile reports for the director/associate director.
- May serve on committees when authorized.
- Perform other job-related duties as assigned.
- Excellent interpersonal skills, organizational skills and
attention to detail.
- Ability to be discrete and maintain high confidentiality on a
wide range of issues.
- Excellent verbal and writing skills.
- Good knowledge of University policies and procedures.
- Ability to use Microsoft Windows, Word, Excel, and PowerPoint,
Zoom and Administrative Systems effectively.
- Ability to adapt to new applications as necessary (ie:
- Ability to handle multiple tasks effectively and
- Ability to prioritize workload according to volume, urgency,
- Ability to work with students and colleagues in a diverse
- Must be able to move light boxes and files as needed.
- Ability to sit at a desk for long periods of time.
- Ability to work on a computer for long periods of time.
- Ability to open drawers and file paperwork.
- Ability to utilize headphones to answer calls, if
- A two-year college degree or equivalent work experience is
- Minimum of three years of work experience in a large office is
- Supervisory experience is a plus. Strong computer skills for
using Windows, Microsoft Word, Excel, E-mail, and Administrative
Systems are required.
The hours for this position are 9:00 am - 5:00 pm.
Adelphi University, New York, is a highly awarded, nationally
ranked, powerfully connected doctoral research university dedicated
to transforming students' lives through small classes with
world-class faculty, hands-on learning and innovative ways to
support academic and career success. Adelphi offers exceptional
liberal arts and sciences programs and professional training, with
particular strength in our Core Four—Arts and Humanities, STEM and
Social Sciences, the Business and Education Professions, and Health
and Wellness. Recognized as a Best College by U.S. News & World
Report, Adelphi is Long Island's oldest private coeducational
university, serving almost 8,000 students at its beautiful main
campus in Garden City, at learning hubs in Manhattan, the Hudson
Valley and Suffolk County, and online. The University offers more
than 60 undergraduate programs, more than 65 master's degree and
doctoral programs, and more than 35 certificate programs in the
liberal arts, the sciences and professional training. With powerful
partnerships throughout the New York area, more than 116,000
graduates across the country, a growing enrollment of students from
43 states and 64 countries, and rising rankings from top
publications and organizations, Adelphi is a dynamic community that
plays a leadership role on Long Island and in the region.
To apply, visit https://phf.tbe.taleo.net/phf02/ats/careers/v2/viewRequisition?org=ADELPHI&cws=39&rid=2610