Administrative Assistant

Middlesex College•Edison, NJ

6d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative support to Academic Operations and the Division of Health Professions. This role involves managing calendars, scheduling meetings, preparing correspondence, and handling communications. The assistant will also support routine and special projects, maintain an organized office, order supplies, and manage office equipment. They will serve as a primary point of contact for inquiries, maintain accurate records, assist in event planning, and support budget tracking and financial reporting. Data entry and updates in college systems, assisting students with inquiries, and performing other assigned duties are also key responsibilities.

Requirements

High School Diploma or equivalent
Three (3) years of full-time administrative or clerical experience in a busy office setting
Proficiency in Microsoft Office Suite (Word, Excel, Forms, PowerPoint, Outlook, TEAMS, OneDrive)
Proficiency in ADOBE or similar PDF format
Excellent written and verbal communication skills
Attention to detail and accuracy
Strong organizational and time management skills
Ability to handle multiple tasks simultaneously and prioritize effectively
Ability to work independently and as part of a team
Professional demeanor and ability to maintain confidentiality

Nice To Haves

Associate or higher degree or Business/Secretarial certificate
Willing to learn relevant technological advancements and utilize applications, including AI
Working knowledge of Colleague/Elucian SMS or similar programs
Previous work experience in an academic area/college/school setting
Knowledge of Middlesex College's institutional and academic procedures

Responsibilities

Provides comprehensive administrative support to Academic Operations and the Division of Health Professions, including but not limited to managing calendars, scheduling meetings, preparing correspondence, and handling communications.
Assists with administrative tasks, including photocopying, scanning, and preparing materials.
Provides support for routine and special projects and initiatives as needed, including but not limited to gathering materials and data.
Maintains an organized office environment, orders supplies, and manages office equipment.
Organizes and coordinates administrative workflows.
Ensures the office runs efficiently and effectively.
Serves as the primary point of contact for internal and external inquiries, providing information and assistance as needed.
Answers phone calls, emails, and other forms of communication professionally.
Maintains accurate records and files, including student records, faculty files, and departmental documents.
Ensures all records are kept confidential and secure.
Assists in the planning and executing events, meetings, and functions related to the academic divisions.
Coordinates logistics, prepares materials, and provides on-site support as needed.
Attends divisional and other campus meetings as directed.
Assists with budget tracking and financial reporting.
Processes invoices, purchase orders, and reimbursements in accordance with College policies.
Enters and updates data in College systems and databases.
Ensures data accuracy and integrity.
Assists students with inquiries related to academic programs, courses, and resources.
Provides guidance and support to ensure a positive student experience.
Performs other duties as assigned that are appropriate to the position.