P/T Academic Affairs Technician (25hrs/wk)

Ocean County College•Main Campus - Toms River, NJ

About The Position

The Part-Time Academic Affairs Technician provides administrative and operational support to the Academic Affairs Division. This position performs a range of detailed and confidential office tasks as directed by the Special Assistant and in support of the Academic Affairs division. This position organizes and coordinates events and meetings, manages retention and archiving of files, handles divisional communications, and exercises independent judgment when performing routine and recurring tasks.

Requirements

Associate’s degree.
Three years of prior client service experience, with at least one year in an office or business support role that included the handling of a high volume of questions, the scheduling of events, maintenance of data and records, and the preparation of professional documents and reports.
Ability to maintain confidentiality and handle sensitive information with discretion.
Proven experience in office management, administrative support, or related roles, with demonstrated proficiency in administrative software and technology tools.
Strong organizational skills with the ability to prioritize tasks and manage time effectively.
Excellent communication and interpersonal skills, with a customer service-oriented approach and proficiency in digital communication technologies.
Proficiency in Microsoft Office Suite and other relevant software applications, and experience with administrative software systems.
Attention to detail and a high level of accuracy in all tasks and responsibilities.

Nice To Haves

Administrative experience at a Community College.
Bilingual – English/Spanish.

Responsibilities

Greet visitors, answer and direct phone calls, handle incoming and outgoing mail, and respond to routine questions.
Follows established policies and procedures when handling or referring sensitive student or College personnel matters.
Provide administrative support to supervisor and Academic Affairs leadership during meetings including preparing, transcribing, and distributing meeting minutes.
Coordinate meetings, events, and divisional activities, managing logistics, scheduling, and preparation of materials.
Handles confidential communications and inquiries, maintain the faculty distribution list, and assist with assigned mailings, special communications, and drafting correspondence for the supervisor.
Manage and maintain confidential records, files, and correspondence, ensuring accuracy, security, and compliance.
Digitize and modernize academic records, including the transition of physical files to digital formats in accordance with New Jersey Records Management Services requirements.
Maintains accurate financial records; prepare purchase requisitions, memo invoices, reimbursements, and other payments, and track invoices and vendor activity.
Update College governance committee meeting records in the college’s electronic file system.
Maintains inventory of office supplies and materials.
Related duties, projects and initiatives as assigned.