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Saint Peter's University · 2 months ago

Administrative Assistant of College of Arts and Sciences

Jersey City, NJ, USA

Full-time

Onsite

Entry Level

$20/hr - $23/hr

2+ years exp

Saint Peter’s University is one of 27 Jesuit colleges and universities in the United States, offering a unique learning experience shaped by rigorous academics and community service. The Administrative Assistant provides essential clerical and operational support to ensure the efficient functioning of academic departments within the College, requiring professionalism and strong communication skills.

Higher Education

Responsibilities

Perform clerical tasks, including answering phones, greeting visitors, scanning, filing, scheduling, and handling mail

Maintain office filing systems (physical and electronic), student records, and departmental contact lists

Draft, proofread, and distribute correspondence, reports, memos, syllabi, and notices

Coordinate meeting and seminar logistics, including room reservations, refreshments, and communications

Maintain inventories and order office supplies; process invoices and purchasing paperwork

Submit and follow up on maintenance and IT requests

Ensure a professional, organized, and welcoming office environment

Support full-time and part-time faculty with preparation of exams, course materials, textbook adoptions, and other teaching resources

Serve as a liaison between faculty, students, and university offices (Enrollment Services, Advising, etc.)

Answer student inquiries, assist with advising appointments, and provide guidance or referrals to appropriate offices

Collect and maintain course syllabi, exams, grades, and related documents in departmental archives

Support departmental events by arranging logistics and communications

Prepare and update spreadsheets, databases, and reports as requested

Supervise, train, and manage work-study students when assigned

Maintain discretion with sensitive and time-critical materials

Coordinate purchase and repair of specialized equipment or lab supplies

Manage program-specific exam logistics, including scheduling, preparation, distribution, and results tracking

Organize student-focused events such as honor society inductions, departmental conferences, and workshops

Create promotional materials (flyers, posters, social media campaigns) to support academic initiatives

Provide budget monitoring, process expense reports, and reconcile department-specific accounts

Maintain alumni or student tracking lists and manage related outreach

Support faculty or student clubs, including scheduling, communications, and event logistics

Qualification

Microsoft Office SuiteGoogle SuiteUniversity platformsCommunicationOrganizational skillsMultitaskingProblem-solving skillsIndependent workCollaborative work

Required

High School diploma

At least two years of office or administrative experience, preferably in higher education

Proficiently use Microsoft Office Suite, Google Suite (Docs, Sheets, Drive, Gmail), Zoom, and University platforms such as SelfService, Datatel, EAB Navigate, Blackboard, SafeAssign, Accuplacer

Strong written and verbal communication

Proficiency in MS Office, Google Suite, and University platforms

Ability to multitask, prioritize, and meet deadlines in a fast-paced environment

Strong organizational and problem-solving skills

Ability to work independently and collaboratively with faculty, staff, and students