Administrative Assistant II - Part Time

Administrative Assistant II - Part Time

Sociology

JOB SUMMARY:

Provide part-time clerical and administrative support to the department chair, faculty, and students. The position provides assistance with departmental communications, records management, scheduling, student services, digital files, office operations, and departmental activities. The Administrative Assistant 2 prioritizes essential administrative functions and provides support based on departmental needs within a 25-hour workweek.

Pre-employment assessments on Microsoft Word and Excel will be conducted. Our union positions have excellent benefits including tuition remission for the employee, spouse and dependent children.

SALARY INFORMATION:

In compliance with New York’s Pay Transparency Act, the annual base salary for this union position is $34,073. For a list of benefits provided to employees, please click here.

REPORTS TO:Department Chair

RESPONSIBILITIES & DUTIES:

1. Administrative Support: Provide clerical and administrative support to the Department Chair and faculty, including preparing documents, forms, correspondence, and meeting materials.

2. Student and Faculty Support: Provide routine information and assistance to students, faculty, staff, and visitors. Respond to routine inquiries and direct individuals to the appropriate University resources or personnel.

3. Scheduling and Calendar Management: Schedule appointments, maintain departmental calendars, coordinate meetings, and assist with room reservations.

4. Records and Digital File Management: Maintain designated departmental records, databases, digital files, and filing systems. Ensure information is organized, accurate, and updated as needed.

5. Departmental Communications: Compose and respond to routine correspondence, prepare departmental digital mailings, and communicate routine information to students, faculty, staff, and University departments.

6. Data Entry and Administrative Systems: Collect, organize, retrieve, and format departmental information and data using Microsoft Word, Excel, Google Forms, Google Sheets, and applicable University administrative systems.

7. Forms and Documentation: Prepare and process routine departmental and student forms and maintain related documentation.

8. Telephone and Reception Services: Answer and screen incoming telephone calls, provide receptionist services, and refer calls, visitors, students, and other members of the University community to the appropriate individual or department.

9. Budget and Course-Planning Support: Assist the Department Chair with routine budget activities, course planning, travel arrangements, and related administrative tasks.

10. Meetings and Departmental Events: Provide administrative support for departmental meetings, special events, conferences, and other activities as needed.

11. Office Supplies and Operations: Process routine supply orders, monitor office supplies, verify deliveries, receive deliveries, and submit work orders when necessary.

12. Student Employee Coordination: Assist with the coordination of student employees, including communicating assignments and schedules as directed.

13. Digital Communications and Social Media: Assist with departmental social media, digital communications, and related content as assigned.

14. Technology and Online Platforms: Utilize approved technology and online platforms, including Zoom, Canva, Adobe, Slack, Google Drive, and other departmental systems, to support routine departmental operations.

15. Perform other job related duties as assigned.

REQUIREMENTS (Knowledge, Skills and Abilities):

1. Excellent interpersonal skills and professional etiquette appropriate for an academic environment.

2. Ability to prioritize workload according to volume, urgency, and departmental needs.

3. Ability to manage multiple administrative tasks effectively and accurately.

4. Excellent verbal and written communication skills.

5. Strong problem-solving skills to address routine inquiries and administrative processes.

6. Proficiency with Microsoft Office, including Word and Excel, as well as Google Workspace applications such as Google Forms and Google Sheets.

7. Ability to work with digital communication and social media platforms.

8. Ability to learn and use University administrative systems and online platforms.

9. Knowledge of or ability to learn University policies and procedures.

10. Ability to work independently while maintaining effective communication with the Department Chair, faculty, staff, and students

11. Ability to effectively manage challenging interactions and resolve routine conflicts while maintaining professionalism, patience, and appropriate communication.

PHYSICAL REQUIREMENTS:

1. Ability to sit at a desk and work on a computer for extended periods of time.

2. Ability to work with students and colleagues in a diverse academic environment.

3. Ability to lift boxes weighing up to 20 pounds.

4. Ability to climb step ladders and put away supplies.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

1. Bachelor’s degree is required.

2. Two to three years of administrative/clerical experience is required.

HOURS:

1. Monday - Friday, 8am to 1pm, in the office.

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,250 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers students 79 undergraduate programs, more than 84 master’s degree and doctoral programs, and 63 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 43 states and 72 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.