Job was saved successfully.
Job was removed from Saved Jobs.

Administrative Assistant- Professional Services Specialist IV

New Jersey City University

Last Updated: 5/07/22

Job Description

JOB SUMMARY: Under the direction of the Dean, Director or Designee is responsible for performing basic professional functions using established policies, procedures, precedents, and guidelines; does related work as required.

Major/Essential Duties and Responsibilities:

  1. Assist with Workforce & Community Development Center
  2. Assist with special projects as directed by the Dean or Director.
  3. Assist with grant development
  4. Assist with PELL's NC and Cohort related programming
  5. Assist with management of the HC SBDC
  1. The administrative assistant provides administrative support to the Regional Center by organizing, coordinating and supervising daily unit operations.
  2. The Administrator will assist the Regional Director in the marketing and sales of training programs to generate program income for the Center through coordinating the promotional materials, scheduling events and coordination of presenters, participants, consultants, suppliers and vendors.
  3. This position is responsible for coordination and reporting of the Regional SBDC events in the IC database system and assisting with compliance with SBA training reporting procedures and guidelines. Compliance with University, SBA, State and other grant administered and auditing requirements is expected.
  4. Administrator will manage RIAS procedures for the Center and be responsible for the processing of payment of all vouchers, cash transmittals, purchase orders, journal entries, travel and expense reports, check requisitions and internal requisitions.
  5. Assists Regional Director with supervision of part time workers, work-study students, consultants and other employees as needed.
  6. Provide training for professional/staff development and oversight of students/interns on Center “client” projects. Participate in statewide SBDC committees and Directors’ meetings
  7. Creates informational materials; Schedules appointments; arranges and coordinates logistics for events and meetings; and completes other work consistent with a broad understanding of the mission, vision, role, and goals of the Regional SBDC and the tasks and responsibilities of the Regional Director in the achievement of Center goals.
  8. Works under general supervision, within established work parameters with few direct instructions.
  9. Assists in management of Center outreach, communications and announcements, i.e. Constant Contact and other social media platforms.
  10. Performs professional work that requires knowledge of general administrative/office management principles and practices and a good understanding, use, and application of concepts, theories, principles, practices, terminology, and applied bases of unit administration.
  11. Assess client-intake & making referrals of clients to appropriate personnel/consultants
  12. Monitoring client performance with consultants, total counseling hours, etc.
  13. Assist with regional marketing publications when requested
  14. Work with statewide SBDC network committees.
  15. Work with the Webmaster and Regional Director to maintain updated information on regional website.
  16. Develop and conduct business seminars/presentations for a variety of audiences and settings
  17. Represent SBDC at meetings when requested or in the absence of the regional center director; shall include such entities as Federal, state, regional, and local small business-membership organizations, including meetings with Center partners, sponsors, and county stakeholders.
  18. Assume additional duties as delegated by the Dean, Regional Center Director.

EDUCATION/CERTIFICATION: Bachelor’s degree from an accredited institution. Versed in the following:

        • Microsoft Office Suite
        • PeopleSoft ERP
        • SAGE and IC Reporting Systems
        • Social Media Platforms
        • CANVA & Marketing Tools

EXPERIENCE REQUIRED: One (1) year of professional experience in different aspects of administration and business practices. NOTE: Applicants who do not possess the required education may substitute experience on a year for year basis.

Company Details

Jersey City, New Jersey, United States