What are the responsibilities and job description for the Administrative Assistant - Office of the Vice President for Academic Affairs position at Essex County College?
Position Details
Classification Information
Unit
Job Status
FLSA
Position Information
Position Title
Administrative Assistant - Office of the Vice President for Academic Affairs
Reports To
Faculty Discipline
N/A - Not Applicable
Faculty is eligible for Tenure Track?
Funding Source
Functions and Responsibilities
Job Summary
Under the supervision of the Vice President of Academic Affairs/Chief Academic Officer, the Administrative Assistant is responsible for performing duties and support activities related to the office functions of the Office of Academic Affairs.
Please Note: Essex County College does not provide visa sponsorship of any kind. Candidates must be authorized to work in the United States at the time of application and throughout the duration of employment.
Compensation & Benefits:
This position offers a competitive starting salary of $38,000, along with a comprehensive benefits package, which includes:
Please Note: Essex County College does not provide visa sponsorship of any kind. Candidates must be authorized to work in the United States at the time of application and throughout the duration of employment.
Compensation & Benefits:
This position offers a competitive starting salary of $38,000, along with a comprehensive benefits package, which includes:
- Health, dental, and vision insurance
- Paid vacation, sick leave, and holidays
- Pension and retirement plans
- Tuition waiver programs
- Opportunities for professional development
Join a collaborative, mission-driven college community dedicated to student success and academic excellence.
Supervisory Role
Oral and written instructions are received from the Vice President/Chief Academic Officer or designee. The Administrative Assistant may supervise support staff and student workers.
Duties & Responsibilities
1. Manage routine office functions, including the appointment and admission of visitors, telephone coverage, ordering supplies and referring inquiries to the appropriate areas.
2. Assist with data processing, record maintenance, and related activities under the Banner system. 3. Complete moderately complex and routine word-processing and transcription duties, including meeting minutes.
4. Independently compose memoranda, correspondence, and other required communications.
5. Address student inquiries and provide assistance or re-direction to appropriate areas.
6. Prepare, process, and file personnel action request forms, purchase orders, supply requisitions, pay forms and related documents.
7. Assist with operation and administration of the office, inclusive of scheduling and implementation of meetings/travel/workshops, faculty/staff onboarding, and processing of related paperwork.
8. Maintain and update an effective physical and electronic record retrieval/filing system.
9. Manage academic lab reservations and conference room scheduling.
10. Assist with special projects and event planning.
11. Arrange and coordinate required services from other areas in the college, including but not limited to, Purchasing, Printshop, MPT, Mail/shipping, etc.
12. Maintain strict confidentiality and security of staff and student records.
13. Prepare routine, special, and ancillary reports as required.
14. Perform other related duties as required.
2. Assist with data processing, record maintenance, and related activities under the Banner system. 3. Complete moderately complex and routine word-processing and transcription duties, including meeting minutes.
4. Independently compose memoranda, correspondence, and other required communications.
5. Address student inquiries and provide assistance or re-direction to appropriate areas.
6. Prepare, process, and file personnel action request forms, purchase orders, supply requisitions, pay forms and related documents.
7. Assist with operation and administration of the office, inclusive of scheduling and implementation of meetings/travel/workshops, faculty/staff onboarding, and processing of related paperwork.
8. Maintain and update an effective physical and electronic record retrieval/filing system.
9. Manage academic lab reservations and conference room scheduling.
10. Assist with special projects and event planning.
11. Arrange and coordinate required services from other areas in the college, including but not limited to, Purchasing, Printshop, MPT, Mail/shipping, etc.
12. Maintain strict confidentiality and security of staff and student records.
13. Prepare routine, special, and ancillary reports as required.
14. Perform other related duties as required.
Physical Requirements
The physical demands described here are representative of those that must be
met by an employee to successfully perform the essential responsibilities and
functions of the job and are not meant to be all inclusive. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job.
Unless reasonable accommodations can be made, while performing this job the staff member shall:
keyboards, telephones, calculators, and controls.
met by an employee to successfully perform the essential responsibilities and
functions of the job and are not meant to be all inclusive. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job.
Unless reasonable accommodations can be made, while performing this job the staff member shall:
- Use strength to lift items needed to perform the functions of the job.
- Sit, stand and walk/move from place to place for required periods of
- Move between buildings.
- Speak and hear, communicate using telephone and/or walkie talkie.
- Use close vision, color vision, peripheral vision and depth perception
- Communicate effectively in English, using proper grammar and
- Reach with hands and arms and use hands and fingers to handle
keyboards, telephones, calculators, and controls.
- Bend, twist, climb, push, pull, and lift.
Additional Requirements
Minimum Qualifications
Experience (number of years), Knowledge and/or Abilities
Education Requirements
Associate’s Degree
Licenses and Certifications (including e.g., CPR, first aid, driver’s license, etc.)
Preferred Qualifications
Experience (number of years), Knowledge and/or Abilities
Education Requirements
Associate’s Degree
Licenses and Certifications (including e.g., CPR, first aid, driver’s license, etc.)
Posting Details
Posting Information
Open Date
04/06/2026
Open Until Filled
No
Close Date
06/30/2026
Special Instructions Summary
Equal Employment Opportunity Statement
Essex County College is an Equal Opportunity Employer – All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ethnicity, citizenship status, ancestry, age, sex, sexual orientation, gender identity, gender expression sexual orientation, marital status, physical or mental disability, veteran status, military status, genetic information or any other characteristic protected by law.
Supplemental Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents
Optional Documents
- Resume
- Transcripts
- Letter of Recommendation (minimum of 3)
- Reference Letters (2 to 3)
Salary : $38,000