Title: Administrative Assistant
Department: Academic Affairs/External Partnerships
Caldwell College invites applications for a full time Administrative Assistant, Academic Affairs/External Partnerships. Reporting to the Assistant Vice President (AVPAA), Academic Affairs, the Administrative Assistant provides key administrative support to the AVPAA for the management various academic programs and special projects. The incumbent is responsible for creating a welcoming environment and managing the daily operations the office, and assisting with college-wide projects.
Specific job duties include, but are not limited to:
• Serving as the first point of contact for all inquiries, answering questions, gathering and providing information and redirecting to the appropriate office as required; serving as liaison to internal and external constituents.
• Providing support to the AVPAA for the daily operations of the office, ordering supplies, ensuring the operation of office technology, and managing the budget; manages and prioritizes work flow to ensure timely completion of assigned projects; managing calendars and scheduling appointments for the AVPAA; independently composing routine and designated correspondence ensuring timeliness, accuracy, and relevancy of content; designing and implementing procedures and guidelines needed to perform tasks efficiently; providing support for the development and execution of special projects; assists with the preparation of reports and publications; serves a resource person to the AVPAA; meets regularly with the AVPAA to review current initiatives and projects for short and long term planning, and establishing/reaffirming upcoming deadlines.
• Providing support for the administration of the College’s Health Professions Program. Prepares and monitors applications, records, statistics, reports and related documents for undergraduate students applying to health professional schools and for post-baccalaureate students enroll in the Premedical Post-baccalaureate Certificate Program; articulation and dual enrollment programs; and other populations of students enrolled in academic programs managed by the office; Reviews students records and files for accuracy and completeness; Maintains confidential documents and files, conducting periodic reviews of student files, and adhering to the College’s record retention guidelines. Recommends solutions to recurring or unusual administrative problems as needed. Scheduling committee interviews for applicants to health professional schools. Providing administrative support to Health Professions Club for events and invited speakers. Maintaining data and compiling reports for student acceptances to health professions schools.
• Assisting the AVPAA with compiling and reviewing student records for placement in appropriate healthcare practicum for students enrolled in the BS in Health Science major; tracks student progress in the completion of the practicum; compiles data on student completion.
• Providing support for the administration of academic programs offered through the College’s External Partnerships, including community college articulations; off-campus programs; high school dual enrollment programs; and international exchange programs. Prepares and monitors applications, registrations; payments; records, statistics, reports and related documents for students enrolled in these programs and others as needed.
Knowledge and experience equivalent to a bachelor’s degree plus at least three years experience in office administration or project management. Must be proficient in Microsoft Office applications (Word, Excel, PowerPoint). The successful candidate will be detail oriented with the ability to multi-task, anticipate needs, plan and organize effectively. This person must also be able to work in a collaborative team environment with a diverse group of people and have strong interpersonal and communication skills. Candidates must be willing to support the Dominican Catholic, liberal arts mission of the College.
Caldwell College is a 4-year Catholic liberal arts college located in a suburban setting about twenty miles west of New York City. Founded in 1939 by the Sisters of St. Dominic, Caldwell College enrolls approximately 2,300 full time and part time students. Candidates must be willing to support the Dominican Catholic, liberal arts mission of the College.
Submit letter of application, resume, and contact information for three professional references to:
The Office of Human Resources-IPP
120 Bloomfield Avenue
Caldwell, NJ 07006
Fax: (973) 618-3358
Caldwell College is an EOE.