Administrative Specialist, Office of the Provost (PSS3)

Salary: See Position Description
Location : Ramapo College, Main Campus - Mahwah NJ
Job Type: Full-Time
Job Number: 202300405
Core: Teaching & Learning Core
Department: Office Of The Provost
Opening Date: 06/04/2026
FLSA: Non-Exempt
Bargaining Unit: CWA


Description
About Ramapo College of New Jersey

Ramapo College of New Jersey is the state's premier public liberal arts college, where students build the confidence, skills, and perspective to thrive in a changing world. Located on a breathtaking 300-acre campus in the foothills of the Ramapo Mountains and just a short trip from New York City, Ramapo blends the best of both worlds: natural beauty, state-of-the-art facilities, and access to one of the world's most dynamic job markets.

With approximately 6,000 students, Ramapo offers a personalized, student-centered experience defined by a 16:1 student-faculty ratio, small classes, and faculty who mentor, challenge, and inspire. Students can explore over 40 undergraduate majors and a growing portfolio of graduate programs in fields such as Business Administration, Data Science, Nursing, Educational Leadership, Social Work, Special Education, and the Doctor of Nursing Practice. Across every discipline, Ramapo emphasizes hands-on learning through internships, co-ops, study abroad, faculty research, service projects, and real-world experiences that prepare students for meaningful careers.

Our campus is home to cutting-edge academic spaces, including the Anisfield School of Business, the Adler Center for Nursing Excellence, the Sharp Sustainability Education Center, the Berrie Center for Performing and Visual Arts, the Les Paul Music Studio, and the Peter P. Mercer Learning Commons. Ramapo's award-winning residence halls are consistently ranked among the best in New Jersey.

Nationally recognized for excellence and value, Ramapo is ranked #1 among New Jersey public colleges by College Choice, named a Best Regional University North by U.S. News & World Report, and celebrated by Kiplinger's, Money Magazine, Colleges of Distinction, and Victory Media's Military Friendly rankings.

At Ramapo, students don't just earn degrees; they discover their strengths, explore new possibilities, and build the foundation for bold futures.
Working at Ramapo

Ramapo College of New Jersey has been recognized as a "Great College to Work For," where our employees are at the heart of everything we do. We foster an equitable and fair workplace where ideas are welcomed, contributions are valued, and individuals are encouraged to grow both professionally and personally. Employees benefit from meaningful work, opportunities for development, and the chance to make a lasting impact on students' lives every day.
At Ramapo College, we believe excellence is achieved through teamwork, respect, accountability, innovation, and a shared commitment to learning. Our all-hands-on deck culture requires leadership at all levels to ensure we achieve our mission, implement our goals, and invest in our future one student at a time. We are proud to offer a supportive environment that values well-being and continuous improvement. We believe in being bold, being kind, and being good teammates, making Ramapo not just a place to work, but a great place to belong.
Ramapo College offers outstanding benefits through the New Jersey State Benefits system, generous PTO, professional development opportunities, wellness programs, tuition discounts for employees and their dependents, and much more.
Salary Range

CWA -P21 - Steps 1-3

$64,340.11 - $70,284.32

Internal applicants' salary is based on union-negotiated calculations
Position Type/Expected Hours of Work:

This is a full-time, CWA position, and hours of work and days are Monday through Friday, 8:30 a.m. to 4:30 pm. Occasional evening and weekend work may be required as job duties demand. Note: Those non-faculty employees in the "NE" category of employment may have irregular or variable work hours. The compensatory time policy for NL employees applies to "NE" employees up to 40 hours per week. Beyond 40 hours, the overtime policy for fixed work week employees applies (i.e., rate of time and one-half in payment or compensatory time).
JOB SUMMARY:

Under general supervision, provides administrative and clerical support to the Office of the Provost and the Vice Provost for Academic and Faculty Affairs ("Vice Provost"). Prepares correspondence, reports, and letters on complex matters; provides requested information to internal and external customers; maintains a schedule of appointments and the daily engagement calendar of the Vice Provost; performs work that is difficult or complex and broad in scope; and does other related duties as required. This position reports to the Vice Provost.

Examples of Duties

DUTIES:
1. Acts as receptionist for the Office of the Provost.

• Will be required to learn how to utilize and then utilize various types of electronic and/or manual recording and information systems used by the College, including but not limited to:
  • Teams
  • Banner
  • The Course Mod App
  • U.Achieve
  • Coursedog
  • Jabber
  • Adobe
  • Qualtrics
  • email & voicemail
  • SPOL
• Answers telephones; may interview callers to the office.
• Reviews, sorts, and routes incoming correspondence/mail, phone calls, and walk-in visitors with inquiries.
• Serves as a resource of information for stakeholders (Deans, Managers and Directors, Conveners and faculty, students, as well as employees from other Cores, etc.) to ensure communication between the Provost and all Units both inside and outside the Teaching & Learning Core; provides requested information to Core personnel, representatives of state, local, and other groups, organizations, and agencies, and to the public in accordance with established policy.
• Covers other Unit positions as needed.
• Performs other duties as assigned.

2. Provides support on Banner records for all members of the office.

• Looks up records.
• Enters data as appropriate.
• Generates reports.
• Prepares complex correspondence, reports, and recommendations of a confidential nature.
• Will be required to learn how to use various types of electronic and/or manual recording and information systems used by the College, office, or related Units

3. Provides direct administrative and clerical support for the Vice Provost.

• Receives and processes forms and prepares correspondence for the Vice Provost's review and signature.
• Prepares letters on complex matters, which may or may not be signed or reviewed by the Vice Provost.
• Maintains a schedule of appointments and the daily engagement calendar of the Vice Provost.
• Assists in communicating with directly reporting Units and reporting committees.
• Assembles statistical and other materials required for reports, memoranda, and speeches.
• Makes arrangements for speaking engagements, travel, meetings, conferences, and hearings.
• Assists with documentation (or/and communications as directed) for internal and external stakeholders, such as Graduate Council, the Academic Policy Council, the Board of Trustees, Academic Issues Committee-NJPC, OSHE, and Middle States, etc.

4. Assists the Office of the Registrar, the Deans, and the Vice Provost with academic standing review.

• Schedules meetings of individuals or the Committee charged with conducting academic standing review, reserves the meeting room, and orders refreshments.
• Prepares meeting agendas; types meeting minutes from notes or recording equipment.
• Updates student letters concerning academic standing.
• Prepares statistical and other reports related to academic standing.
• Works with the Registrar's Office to run academic action reports in Banner.
• Monitors the academic standing review email account, receives and organizes appeal letters and related documents, and updates Unit spreadsheets with appeal status.
• Provides academic standing letters and decision sheets to the Office of the Registrar for inclusion in students' files.
• Sends certified letters to dismissed students.
• Responds to basic informational questions from students.

5. Assists the Vice Provost with managing submitted grade adjustment forms and reported academic integrity violations.

• Receives and processes grade adjustments submitted by faculty members, as appropriate
• Responds to general academic policy-related informational questions from students.
• Provides additional assistance with academic integrity cases:

• Receives academic integrity violation reports and coordinates records and files for academic integrity cases.
• Schedules academic integrity hearings and pre-conferences with the Vice Provost for Academic Programs and Academic Integrity Board hearings.
• Assigns Z grades as placeholders, as necessary, and follows up by submitting grade adjustment forms when appropriate.
• Adds supplemental documentation (e.g., record of workshop attendance) once it is submitted to the violator's files.
• Updates Banner (SPACMNT field) and the master spreadsheet of cases to reflect findings and sanctions of adjudicated academic integrity cases.

6. Maintains essential records and files

• Maintains confidential personal correspondence and other records and files, including meeting agendas and minutes, and archived materials.
• Follows State requirements and best practices regarding file retention and maintenance.

7. Coordinates services for the Office of the Provost.

• Submits work orders to initiate necessary repairs.
• Manages key requests.
• Monitors inventory of office supplies and orders necessary items, including computers and technological devices, and other educational equipment, as needed.
• Coordinates and plans the logistics of various faculty and academic awards ceremonies, including but not limited to the Thomases Award, the Faculty Service Award, the Bischoff Award, the Jack Richardson Award, the Academic Achievement Ceremony, and the Convocation. Reserves rooms, orders catering, and coordinates all setup.
• Collaborates with other Units to procure award checks/ensure payment of awards, as necessary.
• Communicates with platform parties, ceremony attendees, and the campus.
• Coordinates selection process with the Deans or other entities, as appropriate.Ensures notification of all stakeholders, including the winners of the selection and event details.Works with the Graphics Department on event program design and printing.
• Obtains biographies of winners and writes a script.
• Prints custom certificates for each awardee and secures appropriate signatures.
• Coordinates and obtains photos of award winners and events on appropriate websites/webpages.8. Coordinates Ramapo's annual participation in the COPLAC Regional Undergraduate Research Conference.
• Solicits student nominations and acquires student attendee names from Academic Deans.
• Maintains mailing lists and makes necessary revisions.
• Submits chosen participants to COPLAC.Processes COPLAC registration and payment and sends research descriptions for the program.Coordinates travel by arranging bus transportation and payment, hotel reservations, student permission forms, and itinerary.Coordinates reimbursement to attendees who travel separately.Arranges for artwork to be shipped if needed.Acquires photos of the COPLAC events and updates the COPLAC Faculty-Student Research webpage.

Collaborates and coordinates with the Office of Institutional Research (IR) to ensure the faculty credentials are updated in SPOL every year.
Assists with and/or provides support to Unit and Core activities and events, as assigned, which may include coordinating event logistics, participating in various events, etc.
Serves on campus committees as approved.
Attends professional development training, workshops, seminars, conferences, etc. as necessary to maintain up-to-date skills and knowledge.
Qualifications
REQUIREMENTS

2-5 years of Administrative/Secretarial experience

EDUCATION: Graduation from an accredited college with a Bachelor's degree.

• Two (2) years of professional experience in different aspects of administration and business practices; including design and implementation of policy and procedures, vendor service contracts and improving and updating management practices.
• NOTE: Applicants who do not possess the required education may substitute experience on a year for year basis.
• NOTE: A Master's degree may be substituted for one (1) year of the required experience.

Ramapo offers a comprehensive benefits package through the State of New Jersey to full-time employees including health care, dental, prescription drug plans, retirement, pension, deferred compensation plans, flexible spending accounts, life insurance, holidays, vacation, and sick leave.

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Do you have at least 2 years of administrative or secretarial experience?

• yes
• no

Required Question