ADMINISTRATIVE ASSISTANT

Position Details

Classification Information


Unit

Job Status

FLSA

Position Information


Position Title
ADMINISTRATIVE ASSISTANT


Reports To

Faculty Discipline
N/A - Not Applicable


Faculty is eligible for Tenure Track?

Funding Source


Functions and Responsibilities


Job Summary


Under the supervision of the President or designee, the Administrative Assistant is responsible for performing responsibilities and activities in support of the President and the overall operation of the Office of the President.

Please Note: Essex County College does not provide visa sponsorship of any kind. Candidates must be authorized to work in the United States at the time of application and throughout the duration of employment.
Compensation & Benefits:
This position offers a competitive starting salary of $45,000 - $50,000, along with a comprehensive benefits package, which includes:

• Health, dental, and vision insurance
• Paid vacation, sick leave, and holidays
• Pension and retirement plans
• Tuition waiver programs
• Opportunities for professional development

Join a collaborative, mission-driven college community dedicated to student success and academic excellence.

Supervisory Role


Oral and written instructions are received from the President, or designee. The Administrative Assistant may supervise support staff and student workers.

Duties & Responsibilities


1. Execute routine office functions including the appointment and admission of visitors, telephone coverage, opening and distributing of mail, ordering supplies and referring inquiries to the appropriate area(s) while demonstrating a high degree of professionalism, ingenuity and independence.

2. Assist with the performing of duties and responsibilities related to the Board of Trustees and President's Cabinet as the President may designate including, but not limited to, preparing minutes and Board resources.

3. Monitor and develop activities to ensure the efficiency of office operations. Oversee, train/advise and evaluate department support personnel, such as work study employees.

4. Independently compose memoranda, correspondence, and other official and confidential communications. Compile, track and retain information for budget, administrative, technical, and specialized or other related reports.

5. Setup and coordinate conference, meeting, entertainment, travel and other related accommodations and arrangements, as designated.

6. Prepare, process, and file personnel action request forms, purchase orders, supply requisitions, pay forms and related documents.

7. Arrange and coordinate required services from other college areas including, but not limited to, Printshop, Media Production & Technology (MPT), mail/shipping and receiving, etc.

8. Maintain inventory of office supplies and equipment and determine need for repair or replacement.

9. Maintain an accurate and effective record retention and retrieval system.

10. Handle and/or manage sensitive information and, as such, strict confidentiality must be adhered to at all times.

11. Maintain strict confidentiality and security of staff, student and client records.

12. Prepare routine, special and ancillary reports as required.

13. Perform other related duties as required by the Office of the President.

Physical Requirements


The physical demands described here are representative of those that must be
met by an employee to successfully perform the essential responsibilities and
functions of the job and are not meant to be all inclusive. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job.
Unless reasonable accommodations can be made, while performing this job the staff member shall:
• Use strength to lift items needed to perform the functions of the job.
• Sit, stand and walk/move from place to place for required periods of
time.
• Move between buildings.
• Speak and hear, communicate using telephone and/or walkie talkie.
• Use close vision, color vision, peripheral vision and depth perception
along with the ability to focus vision.
• Communicate effectively in English, using proper grammar and
vocabulary.
• Reach with hands and arms and use hands and fingers to handle
objects and operate tools, including but not limited to, computers,
keyboards, telephones, calculators, and controls.
• Bend, twist, climb, push, pull, and lift.

Additional Requirements

1. Ability to work an extended, flexible schedule, such as weekends, evenings, and holidays according to the demands of the Office of the President.

Minimum Qualifications


Experience (number of years), Knowledge and/or Abilities


1. Bachelor's degree in Business Administration, Education or related area.

2. Administrative, support staff or office staff experience preferably in a higher education setting.

3. Knowledge of college administration, policies and procedures, preferably at the community college level.

4. Working knowledge of computer software applications, preferably the Microsoft Office suite of applications.

5. Demonstrated ability to source, implement and understand software and processes designed to enhance efficiency of operation.

6. Demonstrated ability to work effectively with, and serve, academic staff and student populations, as well as external constituents.

7. Demonstrated ability to work independently, under pressure, prioritize assignments and to exercise good judgment at all times.

8. Strong analytical and organizational skills.

9. Ability to communicate effectively, orally and in writing.

10. Ability to work in a multi-cultural environment.

Education Requirements
Bachelor's Degree


Licenses and Certifications (including e.g., CPR, first aid, driver's license, etc.)

Preferred Qualifications


Experience (number of years), Knowledge and/or Abilities


1. Bachelor's degree in Business Administration, Education or a related area.

2. One or more years of experience serving as an administrative assistant, support staff or clerical staff preferably in a higher education setting.

3. Demonstrated knowledge of computerized record maintenance and management, preferably with the Banner system.

Education Requirements
Bachelor's Degree


Licenses and Certifications (including e.g., CPR, first aid, driver's license, etc.)