Position Information Job Title Confidential Secretary to the President and the Board of Trustees Working Title Confidential Secretary to the President and the Board of Trustees Requisition Number 063382 Department *OFFICE OF THE PRESIDENT Location Lincroft Job Description The Confidential Secretary provides clerical and secretarial assistance in the planning, managing and coordinating of activities necessary for the strategic operation of the Office of the President and the Board of Trustees. The Confidential Secretary contributes to the office effectiveness and efficiency by performing duties of a complex and diverse nature and by providing high quality customer service to all constituents who visit or communicate with the Office of the President and the Board of Trustees. Description of Duties/Selection Criteria Greet visitors in a positive, professional manner, making them feel welcomed regardless of the nature of their visit or their problem.

Perform clerical/secretarial duties for the Office of the President and the Board of Trustees, including, but not limited to:
Organize and maintain large or complex records and paper or electronic files.
Maintain electronic appointment calendars; coordinate arrangements for meetings, conference calls, Board orientations and retreats using technology; and arrange registration, travel, and accommodations for professional development.
Prepare documents frequently of a complex nature requiring detailed knowledge of division/department procedures.
Manage departmental mail distribution, utilizing mail log. Screen, prioritize and document all incoming mail.
Gather, research, and compile information.
Draft, edit, prepare, and distribute correspondence.
Take, prepare and distribute meeting agendas and minutes.

Verify, maintain and update division/department information through the use of electronic media, software programs, and College information systems. (This includes, but is not limited to, completing e-requisitions, developing charts and spreadsheets, converting information to Power Point presentations, utilizing SharePoint, maintaining departmental webpages, navigating/inputting/exporting data in Colleague, posting materials into Board Portal.)

Manipulate data to provide reports or other requested information.

Review and verify information contained in student or staff related documents to ensure completeness and compliance with division or department procedures. Identify and resolve routine discrepancies through the exchange of information with students, staff or other appropriate departments.

Process requisitions, reconcile invoices and other documents and prepare reports for supervisory review.

Maintain budget and other department records.

Screen calls, resolving problems where possible or escalating problems to the appropriate person. Respond to specific and or general inquiries from students, parents, staff or the public regarding the college or college procedures, while utilizing sound judgment, discretion and confidentiality.

Refer calls and questions of a complex nature, when necessary, to other departments and services across the campus.

Perform clerical/secretarial duties for the Office of the President and the Board of Trustees, including but not limited to:

Provide assistance to the Office of Advancement or other departments.
Aid students and/or members of the public in completing and processing various forms and records required by the College or outside agencies.
Support student success and program completion by acting as liaison between students and appropriate administrators and /or College support services.
Provide training and/or assistance to other student and/or support staff as requested.
Maintain general knowledge about the College and the organizational structure so as to be able to respond accurately to inquiries, resolving routine problems and questions. Minimum Qualifications High school graduation or equivalent; Associate's Degree preferred.
Three years prior experience in an office support position of similar responsibility is necessary.
Experience in an educational environment preferred.
Dedicated to working in an environment that is committed to student and employee success.
Computer literacy skills at an intermediate level with the demonstrated ability to utilize and apply Microsoft Office Outlook, Word, Excel, and PowerPoint as well as specialized software programs and computer applications.
Customer service oriented and interpersonal/human relations skills oriented.
Knowledge of office practices and procedures.
Verbal and written communication skills.
Organizational/ prioritizing skills.
Ability to compose and edit correspondence.
Ability to prepare reports and publications.
Ability to prioritize multiple tasks simultaneously.
Understand and employ discretion, strict confidentiality and diplomacy.
Ability to work independently and as a team player.
Ability to work evenings and weekends if necessary. Preferred Qualifications & Special Considerations (i.e. overtime, expertise in, physical requirements, flexible in schedule, travel, preferred qualifications, etc) Some evening and weekend hours may be necessary.
Occasional overtime may be required.
Knowledge of Monmouth County and its communities preferred. Special Instructions to Applicants Pay Rate $37,079 Pay Basis Annually Job Open Date 02-11-2019 Job Close Date 02-25-2019 Job Category Support Staff/Non-Represented Duration, If Temporary: Job Type Full-Time Grade/Rank N3 Desired Start Date: Hours Residency Requirement NJ Residency function checkForSelectedStatus(){ return true;}