Administrative Assistant

Essex County College Human Resources Department

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:

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

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

• Execute routine office functions including appointment and admission of visitors, telephone coverage, opening and distributing mail, ordering supplies and referring inquiries to the appropriate area(s) while demonstrating a high degree of professionalism, ingenuity and independence.
• Assist with duties related to the Board of Trustees and President’s Cabinet as designated, including preparing minutes and board resources.
• Monitor and develop activities to ensure the efficiency of office operations; oversee, train, advise and evaluate department support personnel, such as work study employees.
• Independently compose memoranda, correspondence, and other official and confidential communications; compile, track and retain information for budget, administrative, technical, and specialized or related reports.
• Set up and coordinate conference, meeting, entertainment, travel and other related accommodations and arrangements as designated.
• Prepare, process, and file personnel action request forms, purchase orders, supply requisitions, pay forms and related documents.
• Arrange and coordinate required services from other college areas including Printshop, Media Production & Technology (MPT), mail/shipping and receiving.
• Maintain inventory of office supplies and equipment; determine need for repair or replacement.
• Maintain an accurate and effective record retention and retrieval system.
• Handle and/or manage sensitive information with strict confidentiality at all times.
• Maintain strict confidentiality and security of staff, student and client records.
• Prepare routine, special and ancillary reports as required.
• Perform other related duties as required by the Office of the President.

• 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.

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

• Bachelor’s degree in Business Administration, Education or a related area.
• Administrative, support staff or office staff experience preferably in a higher education setting.
• Knowledge of college administration, policies and procedures, preferably at the community college level.
• Working knowledge of computer software applications, preferably the Microsoft Office suite.
• Demonstrated ability to source, implement and understand software and processes designed to enhance efficiency of operation.
• Demonstrated ability to work effectively with, and serve, academic staff and student populations, as well as external constituents.
• Ability to work independently, under pressure, prioritize assignments and exercise good judgment at all times.
• Strong analytical and…