Job description
Job Title: Executive AideCampus Location: Morristown Campus (Employees are assigned to a “home” location but may occasionally or regularly be required to work at other WSCC locations.)
Job Purpose: The overall purpose of this job is to organize and manage administrative duties of the dean, faculty, staff and professional advisor in the Behavioral and Social Sciences Division so they can perform their job functions and aid students. Routine functions include, but are not limited to: answering and routing phone calls, creating reports, forms, and memos, scheduling, purchasing, travel, and other office duties.
Essential Job Functions:
General Office Responsibilities: Greet visitors, answer the phone, compose and process correspondence, project time lines and critical due dates, monitor and schedule division rooms, maintain office files, prepare reports, submit work order requests, submit IET tickets, submit requests to declare property surplus, distribute mail, attend meetings, and troubleshoot with issues that arise. Prepare routine correspondence and reports utilizing word processing, Excel, Argos, and other computer-generated reports. Prepare and route documents through DocuSign for signature approvals. Maintain confidentiality in all situations.
Purchasing & Budget Management Responsibilities: Process purchase orders in the purchasing system. Purchase office supplies, track, receive, label, troubleshoot, and distribute orders. Balance and monitor fiscal year budget and account balance reports for the dean and department heads. Assist the dean with financial reports during the budget review process.
Travel Responsibilities: Process travel authorizations, field trip authorizations, and travel claims for faculty and staff on all campuses. Reserve transportation and assist with travel arrangements and reservations
Scheduling Responsibilities: Maintain and enter the course schedule in the college’s management system each semester. Including location, delivery method, time, room assignment, and instructor. Prepare intent letters, contract exceptions, and faculty workload. Maintain the Event Management System (EMS), reserve rooms and the computer lab schedule in the Outlook Calendar.
Provide Support for Students: Answer questions and provide directions. Troubleshoot class schedule issues. Assist students and professional advisor by managing division Bookings links/schedules.
Provide support for Faculty and Staff: Support faculty and adjunct with their educational projects and classes as needed. Work closely with the bookstore, department heads, and faculty to maintain the division book adoption per semester. Maintain the accessibility of faculty and adjunct syllabi in Simple Syllabus. Assist with office set-up, keys, schedules, and troubleshoot any issues with reporting processes. Provide assistance with division events, clubs, and special guests.
Attend and participate in training workshops regarding policy and procedures
May perform other duties as assigned.
Required Qualifications:
An Associate’s degree in Business, Office Administration, or a highly related field or at least five years career experience in a related field
At least 2 years of career experience in a related position
Excellent customer service, organizational, data entry, written communication and multi-tasking skills
Proficiency in Microsoft Office Adobe Pro
The ability to use common office equipment such as a PC, telephone, copier, scanner, and mobile devices
Preferred Qualifications
Prior experience in the specific role of a data entry clerk, inventory clerk, or receptionist
Familiarity with institutional tools such as Banner, EMS, SciQuest, or similar programs
Behavioral Core Competencies:
Works effectively as a team member to achieve goals and objectives
Shares information readily with others and listens effectively, showing openness to new ideas
Treats team members with dignity and trust and shows respect for others’ race, nationality, gender, age, background, perspectives, experience, and style
Displays a high degree of personal effectiveness; pursues objectives with consistent determination. Willing and prepared to accept personal responsibility for actions, both positive and negative.
Willingly responds to requests for assistance from team members
Respects the College’s rich heritage and historical achievements by embracing important changes that advance the College’s mission while honoring the past
Exercises discretion and forethought in the efficient utilization of organizational resources, showing respect for the organization’s generous benefactors and supporters.
Leadership & Supervisory: This position may oversee students or temporary workers. Essential job functions by an employee in this position are completed without consulting others. Resources, guidelines, and supervisor consultation are available when needed. Work is evaluated largely for progress towards completion of objectives.
Environment Conditions: Office environment is temperature controlled with occasional fluctuations, well lit, and clean; limited interruptions and moderate but constant noise level.
Physical Demands: (including requirements for travel or working nights/weekends/holidays)
Uses computer, keyboard, and mouse intermittently throughout the workday, sometimes for extended periods of time. Requires working with a computer and sitting/standing for extended periods.
Communicates with internal and external contacts by telephone, e-mail, and faxes intermittently throughout the workday.
Moves file folders, paperwork, etc. within the office; moves between printer, desk, copier.
Walks to other buildings to perform specific tasks/duties (may include walking up/down steps or ramps).
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of this job.
Posting Closes: Wednesday, May 24, 2023
REQ#494195
jackharris.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, jackharris.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, jackharris.com is the ideal place to find your next job.