Department Assistant

Job Announcement Position Information Position Title Department Assistant Campus Cranford Department Facilities Full-time, Part-time, Adjunct Full Time Exempt or Non-Exempt Non-Exempt Regular,Temporary, or Grant Regular General Description The primary responsibility is to provide administrative support and assist the Director in the mission to provide superior customer service and perform a broad range of duties to support the successful management of all UCNJ Union College of Union County, NJ spaces and services. Characteristics, Duties, and Responsibilities • This position must be committed to the mission, vision, and values of the UCNJ Union College of Union County, NJ and the Facilities Department and will be responsible for assuring that the facility is a safe and welcoming place for the entire UCNJ Community. • Communicates information clearly and concisely in written and oral form utilizing a variety of communication devices such as two-way radios, cell phones, Email, internet and any other method necessary to communicate with Facilities Department personnel, and any other internal or external departments. • Works independently in a high volume, high stress environment to prioritize and monitor workflow in order to meet deadlines unassisted. • Supervises the Shuttle Van Drivers, schedules work assignments and providing coverage as needed. • Manages the day-to-day fleet operation and assigns vehicles to end users, fills in the • Oversee the Colleges 'Key Watch System. • Coordinates with the Facilities Coordinator to operate and maintain the work request system, identifies/confirms/clarifies customer needs, logs, and tracks work orders through completion, creates and generates required reports. Identifies key performance metrics to support decisions, reporting requirements and internal evaluation purposes. Collects, monitors, and analyzes key performance indicators related to the work request system. Prepares, reviews, and summarizes reports and documents; prepares background documents, tracks change and identifies trends. • Assists Director with collection and organization of data for Departmental needs. • Along with the Facilities Coordinator maintains the Departmental vacation schedules and notifies Facilities leadership team of conflicts and manpower shortages. • Along with the Facilities Coordinator manages the time and attendance computerized system and monitors lateness, sick time and alerts the Director of abuse and no-pay status. • In coordination with the Assistant Director manage the College's record retention systems, processes, and activities in compliance with applicable regulations. • Operates work order system and creates required reports. • Maintains efficient correspondence and reference files. • Maintains high level of confidentiality in conducting office business/assignments. • Produces a variety of letters, memos, reports, spreadsheets, etc., usually from drafts prepared by the director. • Maintains Department operational information (financial, statistical, program data), entering and updating data, retrieving data and compiling reports. • Utilizes computer systems using standard software products (spreadsheet, email, database, graphics, desktop publishing). • Prepares responses to correspondence. • Prepares contracts, purchase requisitions; utilize forms for change orders, bid preparation. • Supervises Student workers in an office setting. • Performs other related duties as assigned by the Director. Education Requirements • Associate's degree in business or related field required or an equivalent combination of education and experience. Experience • Experience in working in a fast-paced office environment, preferably in a Facilities, Architects or Construction Company Office as an Administrative Assistant. Competencies and Skills Required • Must possess a valid New Jersey Driver's License. • Bilingual in Spanish, preferred. • Flexibility and ability to respond to multiple situations in a demanding environment. • High level of literacy in MS Office, specifically MS Word and Excel; experience in additional spreadsheet application, PowerPoint. • Excellent interpersonal skills required, ability to communicate effectively orally and in writing. • Confidential, reliable, resourceful, dependable, self-motivated and able to work independently and make effective decisions. • Knowledge of construction terminology, contract administration and project accounting Physical Demands and Work Environment • This position's duties are normally performed in a typical interior/residence work environment, based on the activity scheduled, however outside work may be required and may be exposed to extreme temperatures. • Some physical effort required; however, the employee must occasionally lift and/or move up to 25 pounds. • No or very limited exposure to physical risk. • Some travel required. Salary $45,000 - $55,000 Additional Information UCNJ Union College of Union County, NJ does not discriminate and prohibits discrimination, as required by state and/or federal law, in all programs and activities, including employment and access to its career and technical programs. UCNJ Union College of Union County, NJ is an EEO/AAP Employer/Protected Veteran/Disabled Disclaimer: This job description outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management's right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons. We offer a comprehensive benefits package for full-time faculty and staff which includes Medical, Dental and Vision Benefits. We also offer twenty vacation days, ten paid holidays, and a ten-week summer work schedule which allows the college to close on Fridays. Other additional benefits include gym privileges, tuition remission for credit and non-credit courses at UCNJ Union College of Union County, NJ, and tuition reimbursement for an approved degree program at an accredited college or university. Terms of Employment Full Time. Flexible schedule to meet department needs. Some evening, weekends, and extended hours may be required. Ability and willingness to travel on short notice to all on and off- campus sites as needed by the college. Overtime may be required throughout the year, especially at peak times. Employee must establish primary residency in New Jersey within one year of appointment unless an exemption applies Posting Detail Information Open Date 12/19/2025 Close DateOpen Until Filled Yes

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