Administrative Assistant - Part Time

Position Description


Administrative Assistant - Part Time
Job Department/School Social Work
FT/PT/Temp Part time
Location Hudson Valley
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Administrative Assistant - Part Time

School of Social Work

Hudson Valley Center - New York

 

JOB SUMMARY:

Provide clerical and administrative support for the Coordinator of the Social Work Hudson Valley Centers and faculty. Assist in the preparation of Continuing Education workshops and certificate programs, Community Outreach and recruitment events. Addresses all phone and email inquiries. This is a 25 hour per week position.

SALARY INFORMATION:

In compliance with New York’s Pay Transparency Act, the salary for this union position is $29,627. Pre-employment assessment on Microsoft Word and Excel will be conducted.

Our union positions have excellent benefits, including Tuition Remission for the employee, spouse and dependent children. For a list of benefits provided to employees, please click here .

RPEORTS TO: Coordinator of the Social Work Hudson Valley Centers

RESPONSIBILITIES & DUTIES:

Documentation and Information Management:

Prepare and print materials such as letters, memoranda, forms, purchase orders and vouchers, using computers and relevant peripheral equipment.

Compose and respond to routine correspondence.

Proofread and edit documents for accuracy, formatting and completeness.

Use office software packages such as Word and Excel in document preparation, file maintenance and report generation.

Collect information or data from various sources; file and retrieve books, documents and/or data as needed. Update existing files.

Create and/or maintain filing systems.

Maintain departmental records; keep separate confidential records when instructed.

Retrieve and format electronic data; compile and merge data from various media and sources.

Prepare and process various forms, e.g., admissions forms and other forms.

Prepare charts, graphs, or tables for presentations, reports, and/or interoffice communications.

Maintain financial and/or student records and databases, and update them as necessary.

Communications and Customer Service:

Provide information, as directed, to faculty, students, employees, and the public.

Interact with students, staff and administrators throughout the University to resolve problems.

Respond to routine inquiries regarding departmental matters.

Answer telephone calls; screen incoming calls and forwards/refers calls; assist in maintaining up-to-date mailing and telephone directories.

Provide receptionist services as needed; schedule appointments; maintain calendars; refer students, faculty, employees and public to proper areas or persons.

Furnish information on the department’s rules and regulations, when authorized.

Assist with arrangements for special events, such as conferences, seminars, guest lectures, fairs, community or fundraising events. Support responsibilities may involve reservation of rooms, travel arrangements, catering services, informing the relevant departments/units, preparation and dissemination of materials, etc.

Perform administrative assistant/support services related to faculty and staff searches, student assignments, and conferences and meetings.

Interview and/or supervise student employees, Interns, Volunteers, etc.

Assist in training new employees in various office duties/use of office equipment.

Communicate with other academic or administrative departments or outside agencies to expedite the processing of paperwork and departmental tasks or answer inquiries.

Transaction Processing:

Prepare routine reports, including drafts, using information received from various sources.

Process purchase orders and supply orders; verify deliveries; maintain and monitor check requisitions.

Verify inventory and supplies reports on request. Order supplies as needed.

Assist supervisors in specialized office functions.

Make travel arrangements for interviewees, employees and Center guests.

Receive and distribute mail for the unit/department/college.

Prepare the department/unit/college mailings within the department or coordinating with outside vendors, arranging special mail services when authorized.

Duplicate, collate and distribute materials. Coordinate the work of others to produce and distribute materials; confer with mailroom personnel as needed.

Assist in preparing and distributing materials such as recruitment documents.

Assist in registration activities within the department or as assigned.

Other:

Perform routine upkeep of office equipment, e.g., photocopier, computer terminals, printers, fax machines.

May serve on committees when authorized.

Perform other job-related duties as assigned.

REQUIREMENTS: (Knowledge, Skills and Abilities)

Ability to prioritize workload according to volume, urgency, etc.

Good organization skills and attention to detail.

Good interpersonal skills.

Ability to handle multiple tasks effectively and accurately.

Ability to be discrete and maintain high confidentiality on a wide range of issues.

Good verbal and writing skills.

Knowledge of University policies and procedures.

Good computer skills for using Windows, Microsoft Word, Excel, Administrative Systems and Email.

Ability to work with students and colleagues in a diverse environment.

PHYSICAL REQUIREMENTS:

Ability to sit at a desk for long periods of time.

Ability to work on a computer for long periods of time.

Ability to open drawers and file paperwork.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

Associate’s Degree is required.

Bachelor’s degree is preferred.

Minimum of two years of secretarial experience is required.

HOURS:

Monday and Wednesday, 9am - 1pm (remotely)

Tuesday and Thursday, 11am - 7pm (in person)

Friday,  9am - 12pm (remotely)

Remote days may change to in person if there is a program need. Prior notice will be given.

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi is one of just four companies and the only university on Long Island to be named among America's Best Employers by State for 2023 by Forbes . Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report,  Adelphi is Long Island’s oldest private coeducational university, serving more than 7,400 students at its beautiful main campus in Garden City, at learning hubs in Brooklyn, the Hudson Valley and Suffolk County, and online. The University offers students 70 undergraduate programs, 93 master’s degree and doctoral programs, and 64 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 44 states and 76 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.

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Job Department/School Social Work
FT/PT/Temp Part time
Location Hudson Valley

Adelphi University is an equal opportunity/affirmative action employer, committed to building a diverse and inclusive workforce. We welcome applications from all candidates, including people of color and those who are, or identify as, members of any marginalized, underserved or underrepresented group. Adelphi is an emerging Hispanic serving institution so bilingual candidates are encouraged to apply. Here is our University statement on diversity: https://www.adelphi.edu/diversity-equity-inclusion/about/.