Executive Assistant

UCNJ Union College of Union County, NJ   Cranford, NJ   Full-time
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General Description
Responsible for the production and coordination of work flowing through the Office of the Vice President of Academic Affairs, including faculty and student concerns, personnel actions, collective bargaining matters, academic information and curriculum matters. Also provides support for the President’s office. Performs highly complex, responsible secretarial and administrative duties which are frequently of a confidential nature. Makes independent work decisions and also makes decision on routine occurrences and problems in the absence of the Vice President of Academic Affairs.
Characteristics, Duties, and Responsibilities
Provides general administrative support for the Office of the Vice President of Academic Affairs, including typing and disseminating memos, letters, and minutes, statistical and financial reports; handling mail, ordering supplies and other housekeeping.
Maintains daily appointment schedule including setting up appointments; coordinates meetings and conference calls. Handles routine problems or coordinates appropriate responses to problems with key members of the Vice President staff.
Schedules and coordinates all Departmental Staff Meetings and attends special meetings as required in support of the Vice President.
Organizes activities such as internal and external meetings, speaking engagements, department activities and ensure the necessary meeting preparations, including media, IT needs, room reservations, and catering.
Research and develop information necessary for the compilation of reports and other documents in response to internal and external requests in support of the Vice President. Produces project information by formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. 
Participate in preparation of special reports and projects with the Dean and/or key members of the President’s leadership team and their staff.
Serves as a clearing house in the maintenance of the master list of course descriptions, ensuring that the list is kept continually current.
Works closely with the Deans and the Payroll department on issues related to faculty and adjunct payments.
Deals directly with internal and external constituencies, including faculty, administrators, students and staff.
Oversees the office inventory and orders all supplies as needed preferred.
Other duties as assigned by Vice President of Academic Affairs.
Education Requirements
Associates Degree required.
Experience
5 years of experience in office management.
Expertise with Microsoft Office Suite products (Excel, Word, PowerPoint).
Competencies and Skills Required
Curiosity
Quick Study
Must be able to function independently, professionally and maintain confidentiality.
Excellent interpersonal, organizational and communication skills (both written and verbal)
Excellent critical thinking, problem solving, project management and high execution skills
Must have attention to detail
Ability to prioritize and meet deadlines
Ability to communicate up, down and across all levels of the College
Physical Demands and Work Environment
This position’s duties are normally performed in a typical interior/residence work environment, based on the activity scheduled.
Some physical effort required; however, the employee must occasionally lift and/or move up to 25 pounds.
No or very limited exposure to physical risk.
Some travel required.

This job is no longer available.

UCNJ Union College of Union County, NJ

Cranford, NJ