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SalaryThe Executive Assistant provides administrative support to the Vice President of Finance & Operations to ensure efficient operations of the office. The role requires a highly professional, friendly, and outgoing approach to the assigned tasks. It is essential to be able to positively work with varied individuals in the college community as well as outside stakeholders. This position is exposed to confidential information and must display a high level of integrity working with such as well as excellent organizational skills.
Characteristics, Duties, and Responsibilities
- Provides general administrative services for the Vice President of Finance & Operations, including word document creation and editing, dissemination of memos, letters, and minutes, statistical and financial reports.
- Carries out clerical duties such as filing, coping, scanning, handling mail, and ordering supplies.
- Exhibits polite and professional communication via phone, e-mail, and mail.
- Maintains daily appointment schedule including setting up appointments. Coordinates meetings and conference calls. Handles routine matters or coordinates appropriate responses with key members of the Vice President’s staff.
- Schedules and coordinates all departmental staff meetings and occasionally attends special meetings as required in support of the Vice President.
- Plays significant role in assisting key members of Vice President Team with projects or other assignments, as directed by the Vice President.
- Assists in the creation and maintenance of files for Board of Trustee resolutions and various committee meetings, and compiles Board packets for final approval by Vice President.
- Responsible for time keeping for V.P. and direct reports as well as some of their respective departments.
- Schedules all travel arrangements for conferences and other offsite meetings and prepares all related travel expense reports.
- Oversees the office supplies and orders as needed.
- Other duties as assigned by Vice President.
Education Requirements
Bachelor’s degree in a business discipline required or Bachelor’s degree with significant office experience with increasing responsibilities to meet core competencies.
Experience
- 5+ years of experience in office management, preferred.
- Demonstratable experience working with Microsoft Office Suite products (Excel, Word, PowerPoint) in an advanced level as well as working with PDF files.
Competencies and Skills Required
- Quick Study.
- Excellent organization, motivation, and time management skills.
- Must be able to function independently, professionally and maintain confidentiality.
- Excellent interpersonal, organizational and communication skills (both written and verbal).
- Excellent critical thinking, project management.
- Excellent proofreading ability.
- Must have attention to detail.
- Ability to prioritize and meet deadlines.
- Ability to communicate with all levels of the College community.
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.
Salary
$55,000-$60,000
Additional Information
UCNJ Union College of Union County, New Jersey does not discriminate and prohibits discrimination, as required by state and/or federal law, in all programs and activities, including employment and access to its career and technical programs.
UCNJ Union College of Union County, New Jersey is an EEO/AAP Employer/Protected Veteran/Disabled
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Disclaimer: This job description outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.
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Disclaimer: This job description outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.
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We offer a comprehensive benefits package for full-time faculty and staff which includes Medical, Dental and Vision Benefits. We also offer twenty vacation days, ten paid holidays, and a ten-week summer work schedule which allows the college to close on Fridays. Other additional benefits include gym privileges, tuition remission for credit and non-credit courses at Union County College, and tuition reimbursement for an approved degree program at an accredited college or university.
Terms of Employment
Full Time. Flexible schedule to meet department needs. Ability and willingness to travel on short notice to all on and off- campus sites as needed by the college. Employee must establish primary residency in New Jersey within one year of appointment unless an exemption applies.
