Administrative Assistant

Administrative Assistant  

SALARY $54,307.00 Annually

OPENING DATE:  5/11/2026

CLOSING DATE: 5/25/2026 11:59 p.m.

UNIT: AFSCME – Grade Level 9 

DEPARTMENT: Academic Operations and Health Professions Division 

REPORTS TO: Dean of Academic Operations & Strategic Initiatives

PRINCIPAL RESPONSIBILITIES: 

1. Provides comprehensive administrative support to Academic Operations and the Division of Health Professions, including but not limited to managing calendars, scheduling meetings, preparing correspondence, and handling communications. Assists with administrative tasks, including photocopying, scanning, and preparing materials. Provides support for routine and special projects and initiatives as needed, including but not limited to gathering materials and data. 

1. Maintains an organized office environment, orders supplies, and manages office equipment. Organizes and coordinates administrative workflows. Ensures the office runs efficiently and effectively.

1. Serves as the primary point of contact for internal and external inquiries, providing information and assistance as needed. Answers phone calls, emails, and other forms of communication professionally.

1. Maintains accurate records and files, including student records, faculty files, and departmental documents. Ensures all records are kept confidential and secure.

1. Assists in the planning and executing events, meetings, and functions related to the academic divisions. Coordinates logistics, prepares materials, and provides on-site support as needed. Attends divisional and other campus meetings as directed.

1. Assists with budget tracking and financial reporting. Processes invoices, purchase orders, and reimbursements in accordance with College policies.

1. Enters and updates data in College systems and databases. Ensures data accuracy and integrity.

1. Assists students with inquiries related to academic programs, courses, and resources. Provides guidance and support to ensure a positive student experience.

1. Performs other duties as assigned that are appropriate to the position. 

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent
• Three (3) years of full-time administrative or clerical experience in a busy office setting
• Proficiency in Microsoft Office Suite (Word, Excel, Forms, PowerPoint, Outlook, TEAMS, OneDrive) 
• Proficiency in ADOBE or similar PDF format 
• Excellent written and verbal communication skills
• Attention to detail and accuracy
• Strong organizational and time management skills
• Ability to handle multiple tasks simultaneously and prioritize effectively
• Ability to work independently and as part of a team
• Professional demeanor and ability to maintain confidentiality

PREFERRED QUALIFICATIONS:

• Associate or higher degree or Business/Secretarial certificate
• Willing to learn relevant technological advancements and utilize applications, including AI
• Working knowledge of Colleague/Elucian SMS or similar programs
• Previous work experience in an academic area/college/school setting
• Knowledge of Middlesex College's institutional and academic procedures

SUPPLEMENTAL INFORMATION:

SCHEDULE: Monday - Friday: 8:30 a.m.- 4:30 p.m.