Administrative Assistant II

Administrative Assistant II

Dir University Learning Center

Under the direction and supervision of the Director, the Administrative Assistant serves as the key administrative support to The Learning Center, including handling reception area, administrative support duties, preparing reports and updates for the budget and academic reports for the NCAA/America East Conference. Provides administrative support services for designated department, including faculty, staff, students, and parents, ensuring efficient operation of assigned department.

Serves as liaison between department and campus entities, assists in daily operations, provides programmatic and project management services, and delivers customer service. Attends meetings and disseminates information as necessary, demonstrating knowledge and understanding of departmental and university policies and procedures.

• Customer Focus :
  Focuses one's efforts on identifying and meeting internal and external customer's needs in a manner that provides satisfaction for the customer, within the parameters of the position and the available resources, cognizant of departmental and /or university policy and authorized practices.
• Teamwork/Team Orientation :
  Willingly cooperates and works collaboratively toward solutions which generally benefit all involved parties; works cooperatively with others to accomplish departmental and university objectives.
• Communication :
  Demonstrates the ability to clearly express ideas, thoughts, and concepts verbally and/or in writing, as appropriate to the position and task at hand.
• Professionalism :
  Conducts oneself at all times in an ambassadorial, committed and personable manner demonstrating respect for the position, fellow colleagues, departmental integrity and the university's best interests.
• Primary Administrative and Customer Service Support :
  This function provides a full array of administrative services to a full service administrative/academic operation. By way of illustration and not limitation, this function includes:
  • Answering phones, sorting and distributing mail, faxing, copying, initiating and following up on personnel requisition forms, and personal action forms, including paperwork for renewal of employment, assisting with filling out forms, uploading or downloading information onto the Department's website, including, but not limited to, maintaining a calendar to remind staff of important dates on academic calendar, and scheduling travel and accommodation arrangements for visitors to NJIT, as well as reserving seminar rooms, ordering refreshments and special A/V equipment, and arranging parking.
  • Drafting correspondence, including but not limited to composing, 1st drafts correspondence to other institutions, typing proposals, ensuring that the proposals are submitted according to guidelines, keeping track of submissions, and proofreading proposals and other correspondence to ensure documents are free from grammatical errors.
  • Establishing and maintaining a filing system and retrieval program for all documents related to employees and students.
  • In conjunction with the Director, develops procedures and policies for the efficient and effective operation of the TLC Programs reception area;
    Train Office Assistants on an ongoing basis;
    Assist in supervising tutors, office assistants and GAs during the academic year and summer sessions;
    Directly supervise the OAs during the academic year and in the summer.
  • Assists with administration of routine/non-routine details of the department such as greeting visitors and providing high level customer service.
  • Serves as liaison for designated department(s) and communicates with other departments on campus to carry out assigned processes and functions, including program development, coordination, and implementation.
• Grant and Budget Management :
  This function provides a full array of account management and monitoring through the use of Banner. By way of illustration and not limitation, it includes:
  Monitoring the status of the budgets that are maintained by the Department. In this regard, the incumbent is responsible for assisting in the preparation of budget, cover sheets, updating budget spreadsheets to show which accounts are being used and which accounts are not being used, making sure that the balances do not go too low or are not too high in the different accounts, and preparing a monthly spreadsheet to summarize the status of all of the accounts.
  • Assisting with the…