Secretarial Assistant 2, NS (24532) bei William Paterson University

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

William Paterson University is a purpose-driven, proudly diverse community—designated as both a public Hispanic-Serving Institution and Minority-Serving Institution—committed to creating transformative academic, professional, and personal experiences as a powerhouse of progress. We foster a workplace that values growth, flexibility, and community, and we are recognized as a 2024 and 2025 Forbes’ Best Employers by State, 2025 Great College to Work For, and honored with the NJBIZ Empowering Women Award. 

Our 1,000 dedicated staff members enjoy competitive benefits, a four-day summer workweek, tuition support, and strong opportunities for internal promotion. Situated on a scenic suburban campus just 20 miles from New York City, WP offers a diverse, inclusive environment where your contributions fuel student success, economic and social mobility, and community engagement. Together, we empower our students through intentional, holistic support within flexible, innovative, and inclusive settings—preparing graduates to thrive professionally and personally, and to lead with a commitment to progress in New Jersey and beyond. 

Under the supervision of the Department Chairperson, this position functions as the administrative support to the Chair and faculty of the department. The incumbent performs administrative/secretarial processes and provides data that support delivery of academic instruction activities in accordance with the academic calendar, departmental and university business processes. This customer-service focused position functions as the first line of support to students and other stakeholders. The incumbent maintains confidentiality in the execution of assigned responsibilities and may support multiple disciplines/departments within the college.

Principal Responsibilities:

• Coordinates the management of multiple workflows and processes that support the academic and operational needs of the department.
• Oversees the day-to-day administrative and logistical aspects of the office functions ensuring its efficient and effective operation.
• Assists and responds to inquiries from students, faculty and other constituencies in person, via phone, or email.
• Manages and maintains Department Chair’s calendar, correspondence, schedule and meeting logistics.
• Assists the Department Chair in monitoring departmental budget and expenditures; Prepares budget, travel and varied payment documents for review and approval. 
• Prepares adjunct and faculty teaching and non-teaching assignments in the Faulty Load Module (FLM) system.
• Utilizes reporting tools to monitor Adjunct contracts for approvals; performs related follow-up with adjunct faculty member, as necessary.
• Coordinates the logistics of meetings, events and conferences including room reservations and food service orders. Provides logistical support to the search process for faculty and adjunct hires.
• Assists the department chair in preparing faculty teaching schedules and office hours using applicable systems.
• Assists faculty with Online Educational Resources (OER) book and material requests.
• Compiles and performs basic data analysis. Prepares reports, takes meeting minutes and disseminates as required.
• Assists with assignment of advisees to department faculty and with course scheduling.
• Provides administrative support for the assessment of department programs and student learning outcomes.
•  Issues authorized permits to students for course access.
• Coordinates the logistics of certification and testing processes related to the department’s discipline.
• Prepares or assists in the preparation of boiler-plated vendor contracts for review and approval.
• Oversees, organizes and maintains an accessible filing system for documents, reports and other information in required formats.
• Identifies and implements opportunities to improve administrative process and procedures upon Department Chair approval.
• Assists with grants administration tasks as requested by the Chair. 
•  Hires and assigns work to departmental student workers.
• Assists with updates to content on department webpage.
• Performs other duties as assigned that are appropriate for the position.

Requirements:

• Minimum of four (4) year’s work experience providing administrative support functions, preferably in a large organization or higher education environment.
• Excellent communication, customer service, organizational and interpersonal skills.
• Evidence of successful work in complex environments with multiple constituencies.
• Knowledge of and competency in the use of a variety of software applications within MS Office Suite including Power Point, Excel, and Word at the intermediate level.
• Demonstrated competency in working with an integrated enterprise system or data management systems. Knowledge of Banner, Workday preferred.
• Ability to extract data, perform basic analysis and create useful reports and documents.
• Demonstrated ability to effectively prioritize workload, exercise sound judgment, and be attentive to details.

Desired Competencies/Traits:

• Ability to develop a deep understanding of department structure, faculty, objectives, courses, academic calendar, and processes
• Relationship skills, team player, collaborator and approachable
• Knows where to go for information and how to get things done 
• Embraces continuous learning and improvement opportunities
• Adaptable/flexible, reliable and detail oriented
• Effective communicator, problem solver and shows initiative
• Integrity and strong work ethic
• Time Management skills
• Able to understand the needs and functions of multiple and diverse units or subunits within the structural entity (which may include multiple departments) and can negotiate those diverse processes

CWA Range 17 - Starting Salary $53,807.26 - $61,145.49
Note: Salaries for internal candidates are determined by the New Jersey Civil Service Commission's formula. 

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/

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

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 h[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