Administrative Assistant II

New Jersey Institute of Technology - Newark, NJ

Full-time - Entry Level

Newark, NJ

Educational Services

About the position

The Administrative Assistant II at the Hillier College of Architecture and Design serves as the first point of contact for the college, providing exceptional customer service to visitors and callers. This role is crucial in ensuring a positive experience for all college constituents by effectively managing inquiries and administrative tasks. The position requires strong communication skills, a service-oriented mindset, and the ability to multitask in a dynamic environment.

Responsibilities

• Greet and assist all visitors and callers with professionalism and courtesy.
• Respond promptly and effectively to inquiries via phone, email, and in person.
• Address issues or concerns raised by students, faculty, staff, and other stakeholders.
• Perform a variety of administrative tasks, including scheduling appointments and managing correspondence.
• Work closely with various departments to understand their needs and ensure seamless communication.
• Assist in planning, organizing, and supporting college events, meetings, and programs.
• Maintain an event calendar for Hillier College.
• Sort and distribute mail and packages.
• Coordinate matters such as mailings, food service orders, and room reservation requests.
• Support the Administrative Manager in assigning available classrooms or seminar rooms.
• Identify opportunities to enhance service delivery and contribute to process improvements.
• Responsible for timekeeping of student workers and assists with student worker training.

Requirements

• Associate degree and 1-2 years minimum experience in administrative support or customer service.
• Proven experience in a customer-facing role, preferably in an educational setting.
• Excellent verbal and written communication skills, with a strong emphasis on active listening.
• Ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail.
• Proficient in Microsoft Office software (Word, Excel, Outlook, PowerPoint) and Google software.

Nice-to-haves

• Bachelor's degree preferred.
• Strong problem-solving skills and the ability to remain calm in challenging situations.
• Understanding of the importance of professionalism and discretion.

Benefits

• Full-time position with competitive salary range.
• Commitment to diversity and inclusion in the workplace.