Administrative Assistant II
About The Position
Somerset Community College is accepting applications for an Administrative Assistant II to support the Dean of Health Sciences and multiple academic programs, including Diagnostic Medical Sonography, EMT-Paramedic, Human & Social Services, Medical Laboratory Technology (MLT), Physical Therapist Assistant (PTA), and Radiography. This position serves as a lead administrative support role for the division, managing day-to-day operations, coordinating communication across programs and divisions, and maintaining sensitive and confidential information. The role requires strong organizational skills, initiative, and the ability to manage multiple priorities in a fast-paced academic environment.
Requirements
- Associates degree from a regionally accredited college or university and three years of relevant work-related experience or equivalent.
- Experience to include office management and/or clerical support.
- Education and experience can substitute for each other on a year-for-year basis.
Responsibilities
- Provide comprehensive administrative support to the Dean of Health Sciences.
- Maintain and organize calendars, schedules, and meetings, including coordinating logistics and preparation.
- Prepare correspondence, reports, memorandums, and other documents.
- Maintain and organize confidential files and records related to faculty, staff, students, and programs.
- Serve as the primary point of contact for the division, including greeting visitors, answering phones, and distributing mail.
- Collaborate with faculty and staff across Health Sciences programs (Diagnostic Medical Sonography, EMT–Paramedic, Human & Social Services, Medical Laboratory Technology (MLT), Physical Therapist Assistant (PTA), and Radiography).
- Assist with coordination of program activities, meetings, and special events.
- Support the division with preparation of course schedules, class offerings, and classroom usage as needed.
- Assist with student-related communications and program documentation.
- Occasional travel to other sites for recruitment activities for the division.
- Maintain and track departmental budgets, purchases, and reconciliations.
- Manage procurement processes, including purchase requests and procurement card transactions.
- Order and maintain inventory of departmental supplies.
- Assist with the management of adjunct and overload contracts.
- Provide administrative support to the Dean of Health Sciences and division programs with travel reimbursement processes.
- Assist the Dean of Health Sciences with grant budget monitoring and tracking.
- Serve as a liaison between Health Sciences programs and other college departments, including Business Office, Maintenance and Operations, and Information Technology.
- Coordinate meeting spaces, including scheduling, setup, and support needs.
- Communicate operational needs and ensure timely follow-up.
- Assist with handling confidential and sensitive information with professionalism and discretion.
- Support division-wide initiatives, reporting needs, and accreditation-related documentation as needed.
- Perform other duties as assigned.
Benefits
- Exceptional health care, vision, and dental coverage for you and your family
- Tuition reimbursement/waiver for you, your spouse, and dependents
- 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
- Vacation/Sick Time
- Work-Life Balance
- 9.5 Paid Holidays
- 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
- Employee Assistance Program
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
