Administrative Assistant at Stevens Institute of Technology in Hoboken, New Jersey

Job Description:

Job Description

Reporting to the Director of Residential Education and the Dean of Residential and Dining Services, the Administrative Assistant actively supports a student-centered operation that serves the growing residential communities of Stevens.  The Administrative Assistant is responsible for the main, Residential Education (Res Ed) and Residential and Dining Services (RDS) office operations. This includes providing support on behalf of both offices to current and prospective students and their families, guests, and partners in and beyond the Stevens community with a commitment to professionalism and customer service. 

Essential Responsibilities

• Provide administrative support to Res Ed and RDS staff members as needed, including scheduling meetings and managing calendars, coordinating travel arrangements, processing expense reports, etc, when appropriate.


• Greet visitors in a welcoming manner and provide direction to the appropriate staff member.


• Manage incoming calls to the Res Ed and RDS main phone lines and provide basic information; direct calls appropriately.


• Work with University Events, Catering and Physical Plant to organize set-up for department meetings and events.


• Organize and copy materials needed for meetings and events.


• Monitor and order office and programming supplies, documents, files, and equipment.


• Work in coordination with Residential and Dining Services to ensure that the Roompact software is current with resident information.


• Support staff with move-in and move-outs during the academic year, including issuing and collecting keys.


• Assist with purchasing and reconciling purchases in the Concur and Kuali systems.


• Assist in maintaining vendor contracts such as Roompact and SkyFactor.


• Maintain a professional level of conduct, appearance, and attire at all times.


• Perform other duties as assigned.


• Ability to work occasional evenings or weekends, as needed.

Qualifications

• Bachelor’s degree preferred.


• At least two years of previous experience working in an administrative assistant-related role in a customer service focused environment are preferred.

Knowledge and Skills

• Must enjoy working with a college student population.


• Strong interpersonal skills with the ability to deal with challenging situations in a diplomatic and calm manner, maintaining a customer service orientation at all times, using discretion when accessing and handling confidential information.


• Possess an understanding of basic computer applications: proficiency in Word, Outlook, Excel, and PowerPoint.


• Possess excellent organizational, time management, and communication skills (oral and written) with specific emphasis on strong written communication skills.


• Demonstrate an openness to learning new technology and using technology effectively.


• Ability to prioritize and meet deadlines.


• Self-starter with ability to adapt to change and handle multiple tasks simultaneously in a fast-paced environment.

About Stevens

Founded in 1870, Stevens Institute of Technology, The Innovation University™, lives at the intersection of industry, academics and research. Students, faculty and partners collaborate in an academic culture of innovation, research and entrepreneurship to develop, implement and leverage technology to confront global challenges. Based in Hoboken, N.J., Stevens offers degrees in engineering, the sciences, management, business, humanities and the arts. Stevens has been recognized by both the U.S. Department of Defense and the Department of Homeland Security as a National Center of Excellence in systems engineering and port security research. The University has more than 6,100 undergraduate and graduate students with more than 350 faculty. Stevens’ programs have attracted international participation and strategic partnerships with industry leaders, governments and other universities around the world

About the Office of Residential Education

The mission of the Office of Residential Education is to provide safe and inclusive communities that foster meaningful relationships and create opportunities for learning outside of the classroom.

Through intentional connections, innovative programming, and socially just engagement initiatives, the residential experience inspires personal development, academic engagement, intercultural exploration, and social responsibility to develop engaged global citizens during their time at Stevens and beyond.

About the Office of Residential and Dining Services

Residential and Dining Services’ mission is to provide a safe, supportive and dynamic living and dining environment for students, staff and guests that support the mission and strategic plan of the Division and University.

Department

Office of Residential and Dining Services

General Submission Guidelines: 

Please submit an online application to be considered a candidate for any job at Stevens. Please attach a cover letter and resume with each application. Other requirements for consideration may depend on the job. 

Still Have Questions? 

If you have any questions regarding your application, please contact Jobs@Stevens.edu. 

EEO Statement:

Stevens Institute of Technology is an Equal Opportunity Employer. Accordingly, Stevens adheres to an employment policy that prohibits discriminatory practices or harassment against candidates or employees based on legally impermissible factor(s) including, but not necessarily limited to, race, color, religion, creed, sex, national origin, nationality, citizenship status, age, ancestry, marital or domestic partnership or civil union status, familial status, affectional or sexual orientation, gender identity or expression, atypical cellular or blood trait, genetic information, pregnancy or pregnancy-related medical conditions, disability, or any protected military or veteran status. 

Stevens is building a diverse faculty, staff, and student body and strongly encourages applications from people of all backgrounds. Stevens is a federal contractor under the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and the Rehabilitation Act of 1973, as well as other federal statutes. 

 

NSF ADVANCE Institution Stevens values diversity and seeks candidates who will contribute to a welcoming and inclusive environment for students, faculty, and staff of all backgrounds. We are an NSF ADVANCE institution committed to equitable practices and policies and strongly encourage applications from women, racial and ethnic minority candidates, veterans, and individuals with disabilities. 

Jeanne Clery Disclosure: 

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), the Department of Public Safety is required to publish an annual security report which includes statistics mandated by the Clery Act. Click here for a copy of this report. 

 

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