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Administrative Assistant II

Job Department/School Social Work

FT/PT/Temp Full time

Location Garden City, N.Y.

Administrative Assistant II

Social Work

JOB SUMMARY:

Provide clerical and administrative support to the Director of Outreach, Enrollment & Professional Advisement in the School of Social Work office of Graduate Admissions. Extensive knowledge of the School’s programs, admissions criteria and application process, program paths and curriculum is essential in responding to inquiries and applicant’s to the School of Social Work. General knowledge of the Online MSW & four extension centers and programs offered at each is essential.

Pre-employment assessments on Microsoft Word and Excel will be conducted. Our union positions have excellent benefits including Tuition Remission for the employee, spouse and dependent children.

SALARY INFORMATION:

In compliance with New York’s Pay Transparency Act, the annual base salary for this union position is $44,956. For a list of benefits provided to employees, please click here (http://hr.adelphi.edu/benefits/faculty/#xd\_co\_f=MDU1M2U0NjQtNjNhMi00NjI5LWI0ZGEtMGE1ZTg3ZmEzNzVh~) .

REPORTS TO: Director of Outreach, Enrollment & Professional Advisement

RESPONSIBILITIES & DUTIES:

Documentation and Information Management:

+ Prepare and print materials such as letters, memoranda, forms, purchase orders and vouchers, using computers and relevant peripheral equipment.

+ Compose and respond to routine correspondence.

+ Proofread and edit documents for accuracy, formatting and completeness.

+ Use office software packages such as Google Suite, Word, Excel in document preparation, file maintenance and report generation. Systems that the University currently uses include SWK and DNS.

+ Collect information or data from various sources; file and retrieve books, documents and/or data as needed. Update existing files.

+ Create and/or maintain filing systems.

+ Maintain departmental records; keep separate confidential records when instructed.

+ Retrieve and format electronic data; compile and merge data from various media and sources.

+ Prepare and process various forms, e.g., admissions forms and other forms.

+ Prepare charts, graphs, or tables for presentations, reports, and/or interoffice communications.

+ Maintain financial and/or student records and databases, and update them as necessary.

+ Track data on student status such as; readmitted students, leave of absences, non-registered students, dismissals, etc.

Communications and Customer Service:

+ Provide information to faculty, students, employees, and the general public.

+ Interact with students, staff and administrators throughout the University to resolve problems.

+ Respond to routine and more involved inquiries regarding departmental matters.

+ Answer telephone calls; screen incoming calls and forwards/refers calls; schedule and present information via digital conferencing as needed, assist in maintaining up-to-date mailing and telephone directories.

+ Provide receptionist services; schedule appointments; maintain calendars; refer students, faculty, employees and general public to proper areas or persons.

+ Furnish information on the department’s rules and regulations, when authorized.

+ Assist with arrangements for special events, such as conferences, seminars, guest lectures, fairs, community or fundraising events. Support responsibilities may involve reservation of rooms, travel arrangements, catering services, informing the relevant departments/units, preparation and dissemination of materials, etc.

+ Perform administrative assistant/support services related to faculty and staff searches, student assignments, and conferences and meetings.

+ Assist in training new employees in various office duties/use of office equipment.

+ Communicate with other academic or administrative departments or outside agencies to expedite the processing of paperwork and departmental tasks or answer inquiries.

Transaction Processing:

+ Prepare routine reports, including drafts, using information received from various sources.

+ Verify inventory and supplies reports on request. Order supplies as needed.

+ Assist supervisors in specialized office functions.

+ Prepare the department/unit/college mailings within the department or coordinating with outside vendors, arranging special mail services when authorized.

+ Duplicate, collate and distribute materials. Coordinate the work of others to produce and distribute materials; confer with mailroom personnel as needed.

+ Assist in preparing and distributing materials such as recruitment documents.

+ Assist in registration activities within the department or as assigned; when authorized, process drop/add and over tally requests for course registration.

Other:

+ Process applications in SLATE; retrieve and utilize SLATE reports for outreach to inquiries, applicants and accepted students.

+ Communicate within all extension centers and with the OMSW program.

+ Prepare multiple reports.

+ Research & prepare transfer credit forms, change of major and paper registrations.

+ Check multiple email accounts on a daily basis and respond accordingly.

+ Compose & edit communications.

+ Maintain departmental weekly statistics and applicant tracking, including tracking of deferred applicants.

+ Perform other job-related duties as needed.

REQUIREMENTS: (Knowledge, Skills and Abilities)

+ Ability to prioritize workload according to volume, urgency, etc.

+ Good organization skills and attention to detail.

+ Good interpersonal skills.

+ Ability to handle multiple tasks effectively and accurately.

+ Ability to be discrete and maintain high confidentiality on a wide range of issues.

+ Good verbal and writing skills.

+ Knowledge of University policies and procedures.

+ Good computer skills for using Google Suite, Windows, Microsoft Word, Excel, Administrative Systems and Email.

+ Ability to work with students and colleagues in a diverse environment.

Physical requirements :

+ Ability to sit at a desk for long periods of time.

+ Ability to work on a computer for long periods of time.

+ Ability to open drawers and file paperwork.

+ Ability to prepare and pack boxes for shipping and/or recruiting and tabling events.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

+ Bachelor’s degree is preferred.

+ Five years of secretarial skills are required.

+ Working knowledge of Google Docs, Google Sheets and SLATE is preferred.

HOURS:

+ Monday - Friday, 8:30am - 4:30pm in office.

+ After the training period a hybrid schedule may be available.

POSITION(S) SUPERVISED:

+ Indirect supervision of hourly assistants as needed.

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,250 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers students 79 undergraduate programs, more than 84 master’s degree and doctoral programs, and 63 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 43 states and 72 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.

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+ Adelphi University is an equal opportunity/affirmative action employer, committed to building a diverse and inclusive workforce. We welcome applications from all candidates, including people of color and those who are, or identify as, members of any marginalized, underserved or underrepresented group. Adelphi is an emerging Hispanic serving institution so bilingual candidates are encouraged to apply. Here is our University statement on diversity: https://www.adelphi.edu/diversity-equity-inclusion/about/.