William Paterson University
Administrative Assistant, Career Center Operations & Programming
William Paterson University, Wayne, New Jersey, United States, 07470
Administrative Assistant, Career Center Operations & Programming
The Office Assistant supports the Career Development Center with administrative functions, account management, event planning and logistics. The Office Assistant provides administrative support to five professional staff by responding to emails and telephone inquiries, assisting with student appointments, and recruiting events, providing office coverage, and providing support to the Pesce Family Mentoring Institute. Student success is central to the mission of the Career Development Center and the Office Assistant must be able to multitask in a fast-paced environment, frequently interacting with students, staff, faculty, and employers. William Paterson University invites applications for this part-time role, Administrative Assistant, Career Center Operations & Programming. The Administrative Assistant plays a key role in supporting the Career Development Center's operations, with responsibilities spanning administrative support, event coordination, employer development, and program support. This position assists in coordinating the Career Experience Program, supports employer engagement initiatives, and helps oversee day-to-day projects and task management for student staff. The Administrative Assistant works closely with six professional staff members to ensure the smooth execution of events, student appointments, and day-to-day office operations, including contributing to the success of the Pesce Family Mentoring Institute. Student success is central to the mission of the Career Development Center, and the Office Assistant must be adaptable, organized, and comfortable interacting with students, faculty, staff, and employers in a fast-paced environment. Duties and responsibilities include, but are not limited to: Provides administrative support by maintaining department records, managing data, preparing reports, event planning, and front office management. Responds to student and employer requests for information. Answers phones, greets, and assists students, employers, faculty, and staff. Provides administrative support for large-scale career events and workshops. Manages event logistics and oversees calendar of programming, submits food orders, and schedules room reservations. Assists with the planning and execution of the Career Experience Program, including tracking student participation and employer engagement. Assists the Director in monitoring departmental budgets. Handles all incoming job fair payments and reconciles with the Job Fair Module on Handshake. Supports employer relations efforts by assisting with outreach, communications, and coordination of recruiting events. Assists with the supervision of student employees, helping to assign and manage daily projects and monitor progress. Utilizes software applications related to student support, including Handshake, Banner, Navigate, and PushFar. Manages calendars, contacts, and correspondence for the department. Maintains adequate office supplies and other material required for the operation of the department, creating PO's and requisitions, and submitting for timely payment. Creates routine correspondence in accordance with office policies and procedures. Supports orientations, university events, and Admissions Open Houses. Other projects as appropriate for the position. Required Qualifications: Graduation from an accredited college with a bachelor's degree. NOTE: Applicants who do not possess the required education may substitute experience on a year for year basis. NOTE: Applicants who possess an associate degree may substitute two (2) years of position-related experience for the remaining two (2) years of education. Competencies/Skills Required: Demonstrated ability to communicate effectively with diverse audiences in both verbal and written format. Knowledge of Microsoft Excel, Word, Forms. Ability and willingness to learn new systems including 25Live, Banner, Qualtrics, Vector, Handshake, Catertrax. Demonstrated ability to prioritize work to meet agreed upon deadlines. Knowledge of Microsoft Office Suite programs. Attributes and traits: Demonstrated ability to communicate effectively with diverse audiences in both verbal and written formats. Demonstrated ability to work independently and collaboratively with all organizational levels. This position may be eligible for a comprehensive benefits package, which includes health and dental insurance and retirement plans.
The Office Assistant supports the Career Development Center with administrative functions, account management, event planning and logistics. The Office Assistant provides administrative support to five professional staff by responding to emails and telephone inquiries, assisting with student appointments, and recruiting events, providing office coverage, and providing support to the Pesce Family Mentoring Institute. Student success is central to the mission of the Career Development Center and the Office Assistant must be able to multitask in a fast-paced environment, frequently interacting with students, staff, faculty, and employers. William Paterson University invites applications for this part-time role, Administrative Assistant, Career Center Operations & Programming. The Administrative Assistant plays a key role in supporting the Career Development Center's operations, with responsibilities spanning administrative support, event coordination, employer development, and program support. This position assists in coordinating the Career Experience Program, supports employer engagement initiatives, and helps oversee day-to-day projects and task management for student staff. The Administrative Assistant works closely with six professional staff members to ensure the smooth execution of events, student appointments, and day-to-day office operations, including contributing to the success of the Pesce Family Mentoring Institute. Student success is central to the mission of the Career Development Center, and the Office Assistant must be adaptable, organized, and comfortable interacting with students, faculty, staff, and employers in a fast-paced environment. Duties and responsibilities include, but are not limited to: Provides administrative support by maintaining department records, managing data, preparing reports, event planning, and front office management. Responds to student and employer requests for information. Answers phones, greets, and assists students, employers, faculty, and staff. Provides administrative support for large-scale career events and workshops. Manages event logistics and oversees calendar of programming, submits food orders, and schedules room reservations. Assists with the planning and execution of the Career Experience Program, including tracking student participation and employer engagement. Assists the Director in monitoring departmental budgets. Handles all incoming job fair payments and reconciles with the Job Fair Module on Handshake. Supports employer relations efforts by assisting with outreach, communications, and coordination of recruiting events. Assists with the supervision of student employees, helping to assign and manage daily projects and monitor progress. Utilizes software applications related to student support, including Handshake, Banner, Navigate, and PushFar. Manages calendars, contacts, and correspondence for the department. Maintains adequate office supplies and other material required for the operation of the department, creating PO's and requisitions, and submitting for timely payment. Creates routine correspondence in accordance with office policies and procedures. Supports orientations, university events, and Admissions Open Houses. Other projects as appropriate for the position. Required Qualifications: Graduation from an accredited college with a bachelor's degree. NOTE: Applicants who do not possess the required education may substitute experience on a year for year basis. NOTE: Applicants who possess an associate degree may substitute two (2) years of position-related experience for the remaining two (2) years of education. Competencies/Skills Required: Demonstrated ability to communicate effectively with diverse audiences in both verbal and written format. Knowledge of Microsoft Excel, Word, Forms. Ability and willingness to learn new systems including 25Live, Banner, Qualtrics, Vector, Handshake, Catertrax. Demonstrated ability to prioritize work to meet agreed upon deadlines. Knowledge of Microsoft Office Suite programs. Attributes and traits: Demonstrated ability to communicate effectively with diverse audiences in both verbal and written formats. Demonstrated ability to work independently and collaboratively with all organizational levels. This position may be eligible for a comprehensive benefits package, which includes health and dental insurance and retirement plans.