Administrative Assistant II

at  New Jersey Institute of Technology

POSITION SUMMARY:

Under the general direction of the NCE Director of Administration, the Administrative Assistant II provides assistance to the Newark College of Engineering Staff and Faculty with office related services, data collection and organization, data analysis and presentation, communication needs, and event organization. The Administrative Assistant serves as the first point of contact for multiple constituents of the Newark College of Engineering (NCE).

PREREQUISITE QUALIFICATIONS:

• Associate’s Degree.
• Candidates must have excellent communication skills, focused, hard-working, independent, and team-oriented.
• Three years progressively responsible administrative experience.
• Must possess initiative and ability to function effectively under pressure and meet deadlines.
• Must be proficient in the Microsoft Office Suite, (Word, Excel, PowerPoint, Access, Teams, One Note), Google (Calendar, Drive)
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly.
• Uses discretion and tact in all aspects of the position.
• At the university’s discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

PREFERRED QUALIFICATIONS:

• Ability to work independently as well as in a team.
• Highly organized and extremely detail oriented, able to multitask with ease.
• Ability to apply knowledge in everyday work situations while utilizing independent judgment.
• Ability to determine priorities and complete projects with minimal supervision.
• Uses discretion in all aspects of the position.

• Maintains the Dean’s calendar including, but not limited to, scheduling meetings, preparing background information, and coordinating of needs; ensuring the Dean is on time for appointments; being able to understand priorities and make well-informed, independent judgment calls.
• Provides exemplary front customer service on a daily basis. Provides routine information to faculty, staff, students, and outside callers following established policies and procedures; refers requests for information to the appropriate party.
• Conveys general academic and program information to students and other constituencies.
• Answers phones, routes calls as appropriate and answering routine office inquiries. Sorts and distributes mail and packages, and general office tasks.
• Coordinates matters such as mailings, publicity, hotel accommodations, food service orders, room reservation requests, audio-visual and distribution of materials for all functions.
• Provides administrative support to the Office of the Dean Staff as directed.
• Helps in planning and organizing receptions, meetings (including but not limited to faculty meetings) and other college events.
• Maintains event calendar for the college and keeps a log of recurring events and meetings, and plans to conduct them or arrange participation of the Dean or Dean’s representatives.
• Prepares agendas and organizes back-up documents and takes meeting minutes.
• Orders, stores, and distributes office supplies and other required materials. Conducts periodic inventory of supplies.
• Designs, prints, and uses the EMMA system for various flyers, notices, and special event programs within NCE.
• Prepares and distributes promotional materials for Dean’s guests and visitors to NCE.
• Continuously learn and be familiar with all university policies and procedures and become an expert user of business improvement technologies such as (by way of illustration), Chrome River, Highlander eMerchant, and Anthony Travel.
• Instructs student workers in activities assigned to them under his/ her supervision.
• Trains student workers on office functions.
• Serves as liaison with other organizational units, expediting and coordinating services such as maintenance, repairs, supplies and mail; and interacts with other departments as needed.