Department Secretary

BERGEN COMM COLLEGE • Paramus, NJ

8h

About The Position

Provides administrative support for the Department Chairs and faculty including preparing letters, correspondence, compiling reports, maintaining accurate records and ensuring the successful work flow for the departments.

POSITION SUMMARY

Responsibilities include but are not limited to:

Provides administrative support for department chairs and faculty including preparing letters,
correspondence, photocopying, compiling reports, maintaining accurate records, processing travel reimbursements and ensuring the successful work flow for the departments.
Maintains accurate files, reports, memoranda and records including time sheets, reimbursement and purchasing documents; expedites purchase orders and processes requisitions for the departments; prepares and/or coordinates folders for department meetings; serves as liaison for departments; reserves meeting rooms, orders equipment and catering for same; maintains confidentiality of all records and issues.
Answers and directs all incoming calls and inquiries for departments; receives external and internal visitors. Receives, reviews, and distributes all internal and external mail and prepares outgoing mail; maintains office supplies, places and expedites orders, and verifies receipt of supplies.
Greets and assists all new full time and adjunct employment candidates. Coordinates and verifies all new hire documentation (including applications, resumes, original transcripts, three professional reference letters, teaching philosophy, proper ID) and prepares new hire packet for submission to the Dean after the Chair's approval. Types/edits/creates and orders business cards through Public Relations for full time faculty.
Prepares and maintains faculty office hours and mailbox listings.
Maintains ADP attendance records for full time and adjunct faculty; posts cancelled faculty classes as needed.
Enters substitution pay and attendance in Colleague as needed; collects and files final grades and syllabi each semester from all full time and adjunct faculty; prepares final grades and syllabi each semester from all full time and adjunct faculty; prepares final grades for archives quarterly (taken out of binders, boxed/ordered by course section number to be picked up for storage).
Expedites and distributes textbook orders; coordinates high-volume communications with publishers' representatives; reviews, edits and expedites all informational and promotional materials, including brochures, by working with Public Relations.
Edits department pages on the college's website.
Performs additional tasks or duties as assigned.

Requirements

• High school diploma required; Post-secondary vocational training in office administration or college degree preferred.
• One to three years general office experience with excellent customer service and a strong level of organizational, interpersonal, written and verbal communication skills.
• Must be a detail­ oriented self-starter; ability to work well independently and as a team member in a collaborative manner; must be able to prioritize work and be flexible with schedule and dealing with changing priorities; demonstrates understanding of the community college mission and practices an open door policy; must have demonstrated ability to employ a balanced and positive approach to all work activities and work collaboratively across various constituencies of the College and with vendors and external constituencies; exhibits strong skills in communication, customer and student focus, building relationships, organizing, and planning; technologically proficient in common office desktop software/web site editing and familiar with cloud based computing and collaborative platforms and software.

Nice To Haves

• Previous experience in a school or college setting preferred.

Responsibilities

• Provides administrative support for department chairs and faculty including preparing letters, correspondence, photocopying, compiling reports, maintaining accurate records, processing travel reimbursements and ensuring the successful work flow for the departments.
• Maintains accurate files, reports, memoranda and records including time sheets, reimbursement and purchasing documents; expedites purchase orders and processes requisitions for the departments; prepares and/or coordinates folders for department meetings; serves as liaison for departments; reserves meeting rooms, orders equipment and catering for same; maintains confidentiality of all records and issues.
• Answers and directs all incoming calls and inquiries for departments; receives external and internal visitors. Receives, reviews, and distributes all internal and external mail and prepares outgoing mail; maintains office supplies, places and expedites orders, and verifies receipt of supplies.
• Greets and assists all new full time and adjunct employment candidates. Coordinates and verifies all new hire documentation (including applications, resumes, original transcripts, three professional reference letters, teaching philosophy, proper ID) and prepares new hire packet for submission to the Dean after the Chair's approval. Types/edits/creates and orders business cards through Public Relations for full time faculty.
• Prepares and maintains faculty office hours and mailbox listings.
• Maintains ADP attendance records for full time and adjunct faculty; posts cancelled faculty classes as needed.
• Enters substitution pay and attendance in Colleague as needed; collects and files final grades and syllabi each semester from all full time and adjunct faculty; prepares final grades and syllabi each semester from all full time and adjunct faculty; prepares final grades for archives quarterly (taken out of binders, boxed/ordered by course section number to be picked up for storage).
• Expedites and distributes textbook orders; coordinates high-volume communications with publishers' representatives; reviews, edits and expedites all informational and promotional materials, including brochures, by working with Public Relations.
• Edits department pages on the college's website.
• Performs additional tasks or duties as assigned.

Benefits

• NJ Educator's Health Plan with Free Dental and Vision.
• NJ State Pension Plan.
• 13 vacation days, 15 sick days, 4 personal days, 2 floating holidays, 3 Partial Sick Days, all designated holidays and 5 non-designated holidays a year.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED