Department Secretary

Provides administrative support for the Department Chairs and faculty including, preparing letters, correspondence, compiling reports, maintaining accurate records and ensuring the successful workflow for the departments.

Position Summary

Responsibilities included but are not limited to:

• Provides administrative support for department chairs and faculty including preparing letters, correspondence, photocopying, compiling reports, maintaining accurate records, processing travel reimbursements and ensuring the successful workflow for the departments.
• Maintains accurate files, reports, memoranda, and records including time sheets, reimbursement and purchasing documents; expedites purchase orders and processes requisitions for the department; prepares and/or coordinates folders for department meetings; serves as liaison for departments; reserves meeting rooms, orders equipment and catering for same; maintains confidentiality of all records and issues.
• Answers and directs all incoming calls and inquiries for departments; receives external and internal visitors. Receives, reviews, and distributes all internal and external mail and prepares outgoing mail;maintains office supplies, places, and expedites orders, and verifies receipt of supplies.
• Greets and assists all new full time and adjunct employment candidates. Coordinates and verifies all new hire documentation (including applications, resumes, original transcripts, three professional reference letters, teaching philosophy, proper ID) and prepares new hire packet for submission to the Dean after the Chair’s approval. Types/edits/creates and orders business cards through Public Relations for full time faculty.
• Prepares and maintains faculty office hours and mailbox listings.
• Maintains ADP attendance records for full time and adjunct faculty and other divisional secretaries; posts cancelled faculty classes as needed.
• Expedites and distributes textbook orders; coordinates high-volume communications with publishers; representatives; reviews, edits, and expedites all informational and promotional materials, including brochures, by working with Public Relations.
• Enters faculty course assignments into Colleague each semester and as needed; enters substitution pay and attendance in colleague as needed; collects and files final grades and syllabi each semester from all full time and adjunct faculty; prepares final grades for archives quarterly (taken out of binders, boxed/ordered by course section number to be picked up for storage)
• Edits department pages on the college’s website and performs additional tasks or duties as assigned.
  
  

Special Skills And Qualifications

Education: High school diploma required. Post-secondary vocational training in office administration or college degree preferred.

Experience: One to three years general office experience with excellent customer service and a strong level of organizational, interpersonal, written verbal communication skills. Previous experience in a school or college setting preferred.

Knowledge Skills And Abilities

• Must be detail-oriented self-starter; ability to work well independently and as a team member in a collaborative manner.
• Must be able to prioritize work and be flexible with schedule and dealing with changing priorities
• Demonstrates understanding of the community college mission and practices an open door policy
• Must have demonstrated ability to employ a balanced and positive approach to all work activities and work collaboratively across various constituencies of the college and with vendors and external constituencies;(f) exhibits strong skills in communication, customer and student focus, building relationships, organizing, and planning.
• Technologically proficient in common office desktop software/web site editing and familiar with cloud based computing and collaborative platforms and software.
  
  

Salary And Benefits

• Annual Salary is $40,000-$45,000
• NJ Educators Health Plan with free Vision and Dental. NJ State Pension plan.
• 13 vacation days, 15 sick days, 4 personal days, 2 floating holidays, all designated holidays and 5 non-designated holidays a year. 3 Partial Sick Days.
  
  

B ergen Community College is committed to excellence in diversity and equity and creating an inclusive learning and working environment. We are an Equal Opportunity Employer and consider applicants for all positions regardless of race, color, religion, creed, gender, age, national origin, marital and veteran status, disability, sexual orientation, gender identity or expression, or any other legally protected status.