Administrative Assistant III - Newark, United States - New Jersey Institute of Technology

Description

Title:

Administrative Assistant III


Department:

Mechanical and Industrial Engr


Reports To:

Professor and Chair, Mechanical and Industrial Engineering


Position Type:

Staff


Position Summary:

Under the MIE Department Chair and Assistant to the Department Chair,
the Administrative Assistant will be assigned to assist and support the
department, as needed, providing a full array of support services of clerical
and administrative character.


Essential Functions:

Administrative/

Clerical:
It is the responsibility of the incumbent to adapt to changing environments
and perform a myriad of clerical and administrative duties including, but not


limited to, the following:

• Maintaining appointment calendar(s) for Chair, faculty office hours, and student email lists for mass mailing.
• Greeting guests entering the MIE Office and referring to appropriate offices.
• Preparing adjunct contracts.
• Answering and screening incoming telephone calls; providing routine information to faculty, staff, students, and outside callers following established policies and procedures; referring requests for information to appropriate person in office.
• Providing the bookstore with book orders and maintaining booklists for courses and faculty.
• Contacting publishers to order faculty desk top copies.
• Processing incoming and outgoing mail for the department and maintaining essential files and records for department.
• Constructing and maintaining an accurate filing and associated records maintenance and retrieval system.
• Using Banner to request parking, room reservations, food ordering, etc.
• Using Banner to make general inquiries related to students and/or faculty.

Additional Functions:

- Performing related duties as assigned.


Prerequisite Qualifications:

- High school diploma
required.

• Two years of administrative experience required.
• Must be proficient

in the use of word processing, specifically Microsoft Word applications and
possess a working knowledge of developing spreadsheets by use of Excel.

• 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.


Preferred Qualifications:

- Must be
self-directed and possess initiative, be organized and have the ability to
handle several projects simultaneously.

• A college or business school degree

from an accredited institution is preferred as well as experience in a public
sector, higher education environment.

• Demonstrable computing skills, literacy

and efficiency in word processing, electronic mail processing, spreadsheet
application is preferred as is proofreading acumen.

• Knowledge of Banner is

strongly desirable.


Bargaining Unit:

OPEIU


Range/Band:

16


FLSA:

Non-Exempt
Full-Time
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