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Administrative Assistant

Job Department/School Education

FT/PT/Temp Full time

Location New York City

Administrative Assistant

Education - Brooklyn Center

JOB SUMMARY:

Provide clerical and administrative support for faculty and students at the Brooklyn Center.

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 $45,783. For a list of benefits provided to employees, please click here.

REPORTS TO:Senior Director of Student Success and Administrative Affairs

RESPONSIBILITIES & DUTIES:

Documentation and Information Management:

+ Support for Transitional B certification. For example, time-sensitive data-checking and data-reporting to the DOE and New York State, including extensive review of individual student records.

+ Prepare and print materials such as letters, memoranda, and 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 Word and Excel in document preparation, file maintenance and report generation.

+ 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.

Communications and Customer Service:

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

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

+ Respond to routine inquiries regarding departmental matters.

+ Answer telephone calls; screen incoming calls and forwards/refers calls; 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.

Transaction Processing:

+ Process purchase orders and supply orders; verify deliveries.

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

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

Other:

+ Perform routine upkeep of office equipment, e.g., photocopier, computer terminals, printers, fax machines.

+ Perform other job-related duties as assigned.

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 Windows, Microsoft Word, Excel, Administrative Systems and Email.

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

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

+ High School diploma is required.

+ Bachelor’s degree is preferred.

+ Two to three years of secretarial/administrative experience is required.

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/.