Administrative Assistant, Career Center Operations & Programming bei William Paterson University

Thank you for your interest in working at William Paterson University.

The Office Assistant supports the Career Development Center with administrative functions, account management, event planning and logistics. The Office Assistant provides administrative support to 5 professional staff by responding to emails and telephone inquiries, assisting with student appointments, and recruiting events, providing office coverage, and providing support to the Pesce Family Mentoring Institute. Student success is central to the mission of the Career Development Center and the Office Assistant must be able to multitask in a fast-paced environment, frequently interacting with students, staff, faculty, and employers.

We invite you to join William Paterson University: a wonderful community to learn, work, grow, and thrive. William Paterson University has been named to Forbes’ prestigious “Best Employers by State” list for 2024, recognizing the institution as one of the best-ranked employers in New Jersey based on nationwide surveys. WP is one of four education institutions on the Garden State’s list this year. Here is the link to the article forbes-best-in-state-employers-new-jersey-2024. William Paterson University is among more than 40 companies and organizations that will be honored with a 2024 NJBIZ Empowering Women Award for their commitment to supporting and elevating women employees.

William Paterson University employs approximately 1000 full time employees in the state who work in a variety of positions ranging from professors to administrative assistants and administrators, physical plant operations, campus police, athletics coaches, academic advisors, and more. William Paterson University supports a remote friendly hybrid work schedule for this role. William Paterson also boasts a four-day summer work week from mid-May to mid-August (Fridays off), during which all employees participate in our award-winning Summer Learning series.

Spanning more than 400 wooded acres in suburban Wayne, New Jersey – just 20 miles from New York City – our campus is one of the most diverse in the nation and it ranks in the top 4 percent of colleges for social mobility. William Paterson is a strong proponent of employees growing their careers there. More than fifty percent of the University’s roles are filled by promotions from within. We’re not only committed to social mobility for our students, but also for our employees.

Your work as a member of our team is important to our students and to the progress of our University. What you do here matters, and we value every contribution.

William Paterson University invites applications for this part-time role, Administrative Assistant, Career Center Operations & Programming. The Administrative Assistant, plays a key role in supporting the Career Development Center’s operations, with responsibilities spanning administrative support, event coordination, employer development, and program support. This position assists in coordinating the Career Experience Program, supports employer engagement initiatives, and helps oversee day-to-day projects and task management for student staff. The Administrative Assistant works closely with six professional staff members to ensure the smooth execution of events, student appointments, and day-to-day office operations, including contributing to the success of the Pesce Family Mentoring Institute. Student success is central to the mission of the Career Development Center, and the Office Assistant must be adaptable, organized, and comfortable interacting with students, faculty, staff, and employers in a fast-paced environment.

Duties and responsibilities include, but are not limited to:

• Provides administrative support by maintaining department records, managing data, preparing reports, event planning, and front office management.
• Responds to student and employer requests for information. Answers phones, greets, and assists students, employers, faculty, and staff.
• Provides administrative support for large-scale career events and workshops. Manages event logistics and oversees calendar of programming, submits food orders, and schedules room reservations.
• Assists with the planning and execution of the Career Experience Program, including tracking student participation and employer engagement.
• Assists the Director in monitoring departmental budgets. Handles all incoming job fair payments and reconciles with the Job Fair Module on Handshake.
• Supports employer relations efforts by assisting with outreach, communications, and coordination of recruiting events.
• Assists with the supervision of student employees, helping to assign and manage daily projects and monitor progress.
• Utilizes software applications related to student support, including Handshake, Banner, Navigate, and PushFar.
• Manages calendars, contacts, and correspondence for the department.
• Maintains adequate office supplies and other material required for the operation of the department, creating PO's and requisitions, and submitting for timely payment.
• Creates routine correspondence in accordance with office policies and procedures.
• Supports orientations, university events, and Admissions Open Houses.
• Other projects as appropriate for the position.

Required Qualifications:

• Graduation from an accredited college with a bachelor’s degree. NOTE: Applicants who do not possess the required education may substitute experience on a year for year basis. NOTE: Applicants who possess an associate degree may substitute two (2) years of position-related experience for the remaining two (2) years of education

    

Competencies/Skills Required:

• Demonstrated ability to communicate effectively with diverse audiences in both verbal and written format.
• Knowledge of Microsoft Excel, Word, Forms. Ability and willingness to learn new systems including 25Live, Banner, Qualtrics, Vector, Handshake, Catertrax.
• Demonstrated ability to prioritize work to meet agreed upon deadlines.
• Knowledge of Microsoft Office Suite programs.

Attributes and traits

• Demonstrated ability to communicate effectively with diverse audiences in both verbal and written formats.
• Demonstrated ability to work independently and collaboratively with all organizational levels.

CWA Range 9 Hourly - $20.89 - $23.62/hour

Below is the link to the residency requirement that career service employees are subject to.

https://www.nj.gov/csc/about/news/2012/approved/20120131a.html

This position may be eligible for a comprehensive benefits package, which includes health  and dental insurance and retirement plans. To learn more, please visit: https://www.wpunj.edu/human-resources/total-rewards/

Invitation to apply

Interested candidates will be prompted to complete an application and submit a cover letter and resume/CV.

Submission of all documents listed is required for consideration and all documents should be uploaded where prompted to upload your resume/cv.

General questions related to this application process, please contact [email protected] . Please include with your inquiry the Job Requisition number beginning with R as well as the job title and department.

Salary Range:

Please see posting.

Total Rewards and Benefits:

Click here to view the total rewards of working at WP

William Paterson University is committed to protecting your privacy and will not sell your personal information.

EEO Statement

William Paterson University is dedicated to providing equal opportunities and equal access to all individuals regardless of race or ethnicity, sex/gender (including pregnancy), gender identity or expression, sexual orientation, age, disability, genetic information, marital status, civil union status, familial status, religion, national origin or citizenship, military service status, or any other category protected by law. William Paterson University does not discriminate on the basis of any category stated above or as prohibited by applicable law. Individuals from historically underrepresented backgrounds are encouraged to apply.

For more information, visit University Facts

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