Executive Assistant for the Vice President/Academic Services

08080, Sewell
Jun 26, 2017
Institution Type
Community College

The Office of the Vice President for Academic Services is searching for a career executive assistant to support an executive-level college administrator. This is a salaried, non-represented position. The successful candidate will have a demonstrated record of strong administrative and office skills, be discrete, and support a highly confidential work environment. The Executive Assistant must have exemplary customer services skills, recognizing both internal and external clients.   Examples of Duties: Duties include, but are not limited to:

  • Manages the Vice President's calendar and schedule to include meetings, appointments, events
  • Prepares correspondence for the Vice President such as memos, reports, letters, and other written documents
  • Creates and/or maintains databases, electronic and paper files using MS Access, Excel, and Word
  • Prepares and processes day-to-day paperwork, including travel forms, check requests, purchase requisitions, time sheets, special payroll action forms, variance requests, academic amnesty forms, etc., ensuring proper signatures and distribution, filing copies for reference
  • Schedules adjunct observations and coordinating related documentation
  • Schedules meetings, taking, transcribing and distributing meeting minutes
  • Responds to email, telephone and written requests from Deans and Team Coordinators, other departments, and external customers
  • Organizes and coordinates adjunct orientation program
  • Interfaces with vendors for goods and pricing, ordering supplies, duplicating
  • Project management and follow-up, to include Women's Leadership Institute
  • Oversight and monitoring division budget accounts
  • Acts as liaison to the AIC (Academic Issues Committee) and other State organizations
  • Participates in Commencement preparation and activities
  • Attends College activities
  • Prepares, modifies, and reviews a variety of academic publications, catalogues, and handbooks as required
  • Adheres to College Policies and Administrative Procedures
  • Other duties as assigned

Typical Qualifications:

  • Associates degree preferred.  Minimum 3-5 years' experience in professional office environment required.
  • Strong verbal and written communications skills.
  • Ability to prioritize and manage large volumes of various projects in a timely fashion.
  • Able to maintain a high degree of confidentiality and exercise sound judgement.  Knowledge of higher education compliance requirements and FERPA preferred.
  • Excellent organizational skills and attention to detail required.
  • Proficient in MS Word, Excel Outlook, Access and Adobe Acrobat
  • Ability to work a flexible schedule to include occasional nights and weekends

Women and Minorities Encouraged to Apply Affirmative Action/Equal Opportunity Employer As a New Jersey First Act Employer, new employees must establish a primary residence in New Jersey within one year unless an exemption applies.

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