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Administrative Assistant - Part Time

Job Department/School Social Work

FT/PT/Temp Part time

Location New York City

Administrative Assistant - Part Time

Brooklyn Center & Hauppauge Center

School of Social Work

JOB SUMMARY:

The Administrative Assistant provides administrative support and secretarial services to the program coordinator, administrators, faculty and student body of the Brooklyn & Hauppauge Extension Centers Social Work Program. Responsible for being knowledgeable about general information related to admissions. Provides clerical support for admissions/recruitment, academic operations, field education, student affairs, special events, and continuing education programs.

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 $33,278. For a list of benefits provided to employees, please click here.

REPORTS TO: Program Coordinator for Brooklyn & Hauppauge Extension Centers, Social Work Program

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 and collaborative applications such as Word, Excel, and Google applications 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.

+ 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.

+ Coordinate enrollment management systems via robust electronic spreadsheets; assist program coordinator with generating reports and creating state-of-the-art presentations to show enrollment trends, projections, FTEs, and student body characteristics.

Communications and Customer Service:

+ Provide information, as directed, to faculty, students, employees, and the general public. Prepare high quality, attractive and dynamic email communications and assist administrators with creating e-newsletters, electronic forms, and other shareable presentations to engage students, build school community, and deliver timely, highly readable/digestible information.

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

+ Respond to routine inquiries regarding departmental matters. Provide technical assistance to students and faculty with regard to university equipment and university web-based services.

+ Answer telephone calls; screen incoming calls and forwards/refers calls; assist in maintaining up-to-date mailing and telephone program coordination.

+ Provide receptionist services; schedule appointments; maintain calendars; refer students, faculty, employees and general public to proper areas or persons. Coordinate unit’s electronic calendars and create systems for appointment confirmations and reminders to students.

+ Assist with arrangements for special events, such as conferences, seminars, guest lectures, fairs, community or fundraising events. Support responsibilities may involve coordinating event registration, reservation of rooms and IT support, 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.

+ Coordinate all technical aspects of virtual meetings and events including the creation of audio-visual aids as needed.

+ Actively contribute to the centers’ goals surrounding student engagement and diversity, equity and inclusion to include coordinating the use of interactive technologies, assisting administrative staff with in-person and virtual student life activities, and creating student feedback processes for continuous improvement of unit services.

+ Maintain the centers’ digital scholarship compendium and assist program coordinator in curating listings, researching new opportunities, and providing assistance to students with navigating the “site,” including co-leading periodic information sessions.

Transaction Processing:

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

+ Process purchase orders and supply orders; verify deliveries.

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

+ Assist supervisors in specialized office functions.

+ Receive and distribute mail for the unit/department/college.

+ 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:

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

+ Organize and assist with events hosted at each center.

+ Coordinate HR paperwork for new hires, faculty, staff and graduate assistants.

+ Coordinate and attend evening program events.

+ 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.

+ Superior knowledge of technology to include Windows, Microsoft Word, Excel, Google applications, Zoom, Gmail, desktop publishing, Canva, photo editing software and video editing software, as well as Administrative Systems. Ability to adapt to new technologies as needs arise.

+ Knowledgeable about best practices with online content creation.

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

+ Work hours: Some weekday evening hours assigned; Saturday hours assigned during fall and spring semesters.

+ Ability to work remotely when in-person presence at the centers is not required, while maintaining productivity and responsiveness.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

+ Associate’s degree in business or secretarial skills are preferred.

+ Two to three years of clerical or administrative assistant experience is required.

HOURS:

+ Tuesday from 10am - 5pm (flexible/remote).

+ Wednesday from 11am - 6pm (flexible/remote).

+ Thursday from 1pm - 7pm (in person NYC).

+ Saturday from 9am - 2pm (in person NYC).

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/.