Administrative Assistant II Job at New Jersey Institute of Technology in Newark

Title:
Administrative Assistant II

Department:
Hillier College of Arch & Design

Reports To:
Director of Enrollment, Revenue and Administration Hillier College of Arch & Design

Position Type:
Staff

Position Summary:
Under the direction of the Administrative Manager, the Administrative Assistant II serves as the first point of contact for the Hillier College of Architecture and Design, providing a warm and welcoming presence to callers, in-person visitors, and email inquiries. This role is essential in delivering high-quality service to all college constituents, ensuring a positive experience and effectively triaging and resolving issues as they arise. The ideal candidate will possess exceptional communication skills, a strong service orientation, high integrity and work ethic, and the ability to manage multiple tasks in a dynamic environment.

Essential Functions:
- Greet and assist all visitors and callers with professionalism and courtesy, ensuring a positive first impression of the college.
- Respond promptly and effectively to inquiries via phone, email, and in person, providing accurate information and directing inquiries to appropriate departments as needed.
- Address issues or concerns raised by students, faculty, staff, and other stakeholders, facilitating timely resolutions or escalations when necessary.
- Perform a variety of administrative tasks, including scheduling appointments, managing correspondence, and maintaining accurate records and files.
- Work closely with various departments to understand their needs and ensure seamless communication and coordination of services.
- Assist in planning, organizing and supporting college events, meetings, and programs as required.
- Work with student organizations on events, logistical requests, and communications.
- Maintain an event calendar for Hillier College.
- Sorts and distributes mail and packages.
- Coordinate matters such as mailings, food service orders, room reservation requests, audio-visual needs, and distribution of materials for all Hillier College-affiliated events.
- Support Administrative Manager in assigning available classrooms or seminar rooms to be used by faculty for review spaces, lectures, and jury visits.
- Identify opportunities to enhance service delivery and contribute to process improvements within the administrative function.
- Responsible for timekeeping of student workers and assists with student worker training and monitoring.
- Continuously learn and maintain familiarity with all university policies, procedures, and software.
- Other duties as assigned by the Dean, Directors, or Administrative Manager.

Prerequisite Qualifications:
- Associate degree and 1-2 years minimum experience in administrative support, customer service, or a related field. Bachelor's degree preferred.
- Proven experience in a customer-facing role, preferably in an educational setting.
- Excellent verbal and written communication skills, with a strong emphasis on active listening.
- Ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail.
- Proficient in Microsoft Office software (including Word, Excel, Outlook, PowerPoint), Google software (including Calendar, Drive), and comfortable adapting to various technologies.
- Understanding of the importance of professionalism and discretion in all aspects of the position.
- Strong problem-solving skills and the ability to remain calm and professional in challenging situations.
- Commitment to providing exceptional service to a diverse community of students, faculty, and staff.
- 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.

Bargaining Unit:
OPEIU

Range/Band:
18

FLSA:
Non-Exempt
Full-Time