Administrative Assistant II
or drop it. So we can include a short paragraph with "Reports To: Dir University Learning Center". Probably include that in a
after heading? But we need sections only when there is real specific content. We'll have sections: About the role (maybe Position Summary), Responsibilities (could combine Essential Functions etc), Requirements (Pre-Requisite Qualifications), Pay (if present), Benefits (if present? There's a link to benefits page but no specifics; we should not create Benefits section unless posting actually states them. It only says "To learn more about the comprehensive benefits NJIT offers for this position, please visit our benefits page:" That's not specific benefit details, so we should not create Benefits section. Schedule: we have Flsa Non-Exempt Time Type Full time Pay Rate Salary. That indicates schedule: Full time. So we can include Schedule section with "Full time". Pay section: we have compensation range $43,979.00 - $60,029.33. Also mention base pay only. So we include Pay section. We need to use
for section headings. Use - for any list of duties/requirements/benefits, and
for prose.
We must preserve ALL substantive information; do NOT invent or summarize away detail. So we need to include all details from the posting, but we can format them.
We must remove boilerplate: EEO statements, NJIT First Act, accommodations, campus security, E-Verify, etc. Also remove "As an EEO employer NJIT is committed..." etc. Also remove "If special accommodations are needed..." etc. Also remove "Information regarding NJIT campus security..." etc. Also remove "NJIT is an E-Verify employer..." etc.
Also remove duplicated lines.
We need to keep the Position Summary, Essential Functions (list of competencies), Primary Administrative and Customer Service Support (detailed duties), Grant and Budget Management, NCAA Academic Support, General TLC Operations, Pre-Requisite Qualifications, Union info, Compensation, Flsa Non-Exempt Time Type Full time Pay Rate Salary.
We need to decide how to structure sections.
Possible sections:
- About the role (Position Summary)
- Responsibilities (maybe combine Essential Functions, Primary Administrative..., Grant..., NCAA..., General TLC Operations)
- Requirements (Pre-Requisite Qualifications)
- Pay (Compensation range)
- Schedule (Full time)
We could also have a section "Key Competencies" for Essential Functions but maybe we can include under Responsibilities.
We need to use
- for any list of duties/requirements/benefits. So for responsibilities we can list each duty as
- . For requirements we can list each as
- . For pay we can just
.
We must not create sections with filler like "commensurate with experience". Not needed.
Let's extract content.
Position Summary:
"Under the direction and supervision of the Director, the Administrative Assistant serves as the key administrative support to The Learning Center, including handling reception area, administrative support duties, preparing reports and updates for the budget and academic reports for the NCAA/America East Conference. Provides administrative support services for designated department, including faculty, staff, students, and parents, ensuring efficient operation of assigned department. Serves as liaison between department and campus entities, assists in daily operations, provides programmatic and project management services, and delivers customer service. Attends meetings and disseminates information as necessary, demonstrating knowledge and understanding of departmental and university policies and procedures."
That's prose.
Essential Functions (list of competencies): Customer Focus, Teamwork/Team Orientation, Communication, Professionalism. Each with description. We can treat each as
- with the description.
Primary Administrative and Customer Service Support: long paragraph with many duties. We can break into bullet points? The instruction: use
- for any list of duties/requirements/benefits. So we should convert the enumerated duties into list items. The paragraph includes many items separated by semicolons and commas. We can split into logical items.
Grant and Budget Management: similar.
NCAA Academic Support: similar.
General TLC Operations: similar.
Pre-Requisite Qualifications: list: Bachelor’s Degree. Three to Five years of related experience as administrative assistant and knowledge of NCAA academic policies and procedures. Must have excellent organizational, communication, writing and telephone skills. Must be able to work independently, exercise discretion, and assume responsibility. Experience with Banner finance and student services, Navigate and ARMS software. At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university an equivalent combination of education and experience specifically preparing the candidate for success in the position.
Union Office & Professional Employee International Union (OPEIU) Range OPEIU -18 Compensation $43,979.00 - $60,029.33
Flsa Non-Exempt Time Type Full time Pay Rate Salary
We need to include that as Pay and Schedule.
Pay: compensation range.
Schedule: Full time.
We also have "Flsa Non-Exempt" maybe we can note as "Non-exempt (FLSA)". But we can just include in Schedule section: "Full time, Non-exempt (FLSA)". Or we could keep as separate line.
We must not invent details. So we can include that.
Now produce HTML.
Structure:
About the role
Under the direction and supervision of the Director, the Administrative Assistant serves as the key administrative support to The Learning Center, including handling reception area, administrative support duties, preparing reports and updates for the budget and academic reports for the NCAA/America East Conference. Provides administrative support services for designated department, including faculty, staff, students, and parents, ensuring efficient operation of assigned department. Serves as liaison between department and campus entities, assists in daily operations, provides programmatic and project management services, and delivers customer service. Attends meetings and disseminates information as necessary, demonstrating knowledge and understanding of departmental and university policies and procedures.
Responsibilities
- Customer Focus: Focuses one's efforts on identifying and meeting internal and external customer's needs in a manner that provides satisfaction for the customer, within the parameters of the position and the available resources, cognizant of departmental and /or university policy and authorized practices.
- Teamwork/Team Orientation: Willingly cooperates and works collaboratively toward solutions which generally benefit all involved parties; works cooperatively with others to accomplish departmental and university objectives.
- Communication: Demonstrates the ability to clearly express ideas, thoughts, and concepts verbally and/or in writing, as appropriate to the position and task at hand.
- Professionalism: Conducts oneself at all times in an ambassadorial, committed and personable manner demonstrating respect for the position, fellow colleagues, departmental integrity and the university's best interests.
- Primary Administrative and Customer Service Support: Answering phones, sorting and distributing mail, faxing, copying, initiating and following up on personnel requisition forms, and personal action forms, including paperwork for renewal of employment, assisting with filling out forms, uploading or downloading information onto the Department's website, including, but not limited to, maintaining a calendar to remind staff of important dates on academic calendar, and scheduling travel and accommodation arrangements for visitors to NJIT, as well as reserving seminar rooms, ordering refreshments and special A/V equipment, and arranging parking. Drafting correspondence, including but not limited to composing, 1st drafts correspondence to other institutions, typing proposals, ensuring that the proposals are submitted according to guidelines, keeping track of submissions, and proofreading proposals and other correspondence to ensure documents are free from grammatical errors. Establishing and maintaining a filing system and retrieval program for all documents related to employees and students. In conjunction with the Director, develops procedures and policies for the efficient and effective operation of the TLC Programs reception area; Train Office Assistants on an ongoing basis; Assist in supervising tutors, office assistants and GAs during the academic year and summer sessions; Directly supervise the OAs during the academic year and in the summer. Assists with administration of routine/non-routine details of the department such as greeting visitors and providing high level customer service. Serves as liaison for designated department(s) and communicates with other departments on campus to carry out assigned processes and functions, including program development, coordination, and implementation.
- Grant and Budget Management: Monitoring the status of the budgets that are maintained by the Department. In this regard, the incumbent is responsible for assisting in the preparation of budget, cover sheets, updating budget spreadsheets to show which accounts are being used and which accounts are not being used, making sure that the balances do not go too low or are not too high in the different accounts, and preparing a monthly spreadsheet to summarize the status of all of the accounts. Assisting with the completion of the annual and/or final reports for each account. In furtherance of this task the incumbent is responsible for providing an analysis of what the budget for each account has been used for, which requires the incumbent to keep, by way of illustration only, an ongoing inventory of all equipment, and record of which account purchases/expenses were charged against.
- NCAA Academic Support: Knowledge of the Navigate academic support system. Including, but not limited to, the ability to import and export data, process and distribute the progress reports, edit and maintain user databases. Evaluation of student-athlete schedules to determine compliance with NCAA rules. Ability to enter student-athlete academic data into progress towards degree spreadsheets. Maintain Eligibility Certification Letter file. Assist with student-athlete priority registration and scheduling each term to ensure compliance with NCAA rules. Assist with the management of the academic side of CAi (NCAA database). Compile data for mid year and annual NCAA and Conference reports (GSR, APR, All-Academic teams,) and assist with submission. Ability to use Arms software for document collection and distribution with the coaches (missed class paperwork). Coordination of injury notifications in conjunction with the Dean of Students office. Coordination of incoming student-athlete reports with the athletic department. Coding of student-athletes in Banner system. Assist with adding and removing holds on student-athlete accounts when appropriate.
- General TLC Operations: Assist the TLC student-athlete advisors with scheduling of appointments, monitoring study hall hours, the maintenance of student files and registration duties. Study Hall - Oversees the study hall of the various cohorts mandated to study in the Center (Student- Athletes, EOP, and Greek Life). Responsible for maintaining the database and submitting weekly reports to the appropriate offices overseeing the cohorts.
Requirements
- Bachelor’s Degree.
- Three to Five years of related experience as administrative assistant and knowledge of NCAA academic policies and procedures.
- Excellent organizational, communication, writing and telephone skills.
- Ability to work independently, exercise discretion,
for prose. We must preserve ALL substantive information; do NOT invent or summarize away detail. So we need to include all details from the posting, but we can format them. We must remove boilerplate: EEO statements, NJIT First Act, accommodations, campus security, E-Verify, etc. Also remove "As an EEO employer NJIT is committed..." etc. Also remove "If special accommodations are needed..." etc. Also remove "Information regarding NJIT campus security..." etc. Also remove "NJIT is an E-Verify employer..." etc. Also remove duplicated lines. We need to keep the Position Summary, Essential Functions (list of competencies), Primary Administrative and Customer Service Support (detailed duties), Grant and Budget Management, NCAA Academic Support, General TLC Operations, Pre-Requisite Qualifications, Union info, Compensation, Flsa Non-Exempt Time Type Full time Pay Rate Salary. We need to decide how to structure sections. Possible sections: - About the role (Position Summary) - Responsibilities (maybe combine Essential Functions, Primary Administrative..., Grant..., NCAA..., General TLC Operations) - Requirements (Pre-Requisite Qualifications) - Pay (Compensation range) - Schedule (Full time) We could also have a section "Key Competencies" for Essential Functions but maybe we can include under Responsibilities. We need to use
- for any list of duties/requirements/benefits. So for responsibilities we can list each duty as
- . For requirements we can list each as
- . For pay we can just
. We must not create sections with filler like "commensurate with experience". Not needed. Let's extract content. Position Summary: "Under the direction and supervision of the Director, the Administrative Assistant serves as the key administrative support to The Learning Center, including handling reception area, administrative support duties, preparing reports and updates for the budget and academic reports for the NCAA/America East Conference. Provides administrative support services for designated department, including faculty, staff, students, and parents, ensuring efficient operation of assigned department. Serves as liaison between department and campus entities, assists in daily operations, provides programmatic and project management services, and delivers customer service. Attends meetings and disseminates information as necessary, demonstrating knowledge and understanding of departmental and university policies and procedures." That's prose. Essential Functions (list of competencies): Customer Focus, Teamwork/Team Orientation, Communication, Professionalism. Each with description. We can treat each as
- with the description.
Primary Administrative and Customer Service Support: long paragraph with many duties. We can break into bullet points? The instruction: use
- for any list of duties/requirements/benefits. So we should convert the enumerated duties into list items. The paragraph includes many items separated by semicolons and commas. We can split into logical items.
Grant and Budget Management: similar.
NCAA Academic Support: similar.
General TLC Operations: similar.
Pre-Requisite Qualifications: list: Bachelor’s Degree. Three to Five years of related experience as administrative assistant and knowledge of NCAA academic policies and procedures. Must have excellent organizational, communication, writing and telephone skills. Must be able to work independently, exercise discretion, and assume responsibility. Experience with Banner finance and student services, Navigate and ARMS software. At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university an equivalent combination of education and experience specifically preparing the candidate for success in the position.
Union Office & Professional Employee International Union (OPEIU) Range OPEIU -18 Compensation $43,979.00 - $60,029.33
Flsa Non-Exempt Time Type Full time Pay Rate Salary
We need to include that as Pay and Schedule.
Pay: compensation range.
Schedule: Full time.
We also have "Flsa Non-Exempt" maybe we can note as "Non-exempt (FLSA)". But we can just include in Schedule section: "Full time, Non-exempt (FLSA)". Or we could keep as separate line.
We must not invent details. So we can include that.
Now produce HTML.
Structure:
About the role
Under the direction and supervision of the Director, the Administrative Assistant serves as the key administrative support to The Learning Center, including handling reception area, administrative support duties, preparing reports and updates for the budget and academic reports for the NCAA/America East Conference. Provides administrative support services for designated department, including faculty, staff, students, and parents, ensuring efficient operation of assigned department. Serves as liaison between department and campus entities, assists in daily operations, provides programmatic and project management services, and delivers customer service. Attends meetings and disseminates information as necessary, demonstrating knowledge and understanding of departmental and university policies and procedures.
Responsibilities
- Customer Focus: Focuses one's efforts on identifying and meeting internal and external customer's needs in a manner that provides satisfaction for the customer, within the parameters of the position and the available resources, cognizant of departmental and /or university policy and authorized practices.
- Teamwork/Team Orientation: Willingly cooperates and works collaboratively toward solutions which generally benefit all involved parties; works cooperatively with others to accomplish departmental and university objectives.
- Communication: Demonstrates the ability to clearly express ideas, thoughts, and concepts verbally and/or in writing, as appropriate to the position and task at hand.
- Professionalism: Conducts oneself at all times in an ambassadorial, committed and personable manner demonstrating respect for the position, fellow colleagues, departmental integrity and the university's best interests.
- Primary Administrative and Customer Service Support: Answering phones, sorting and distributing mail, faxing, copying, initiating and following up on personnel requisition forms, and personal action forms, including paperwork for renewal of employment, assisting with filling out forms, uploading or downloading information onto the Department's website, including, but not limited to, maintaining a calendar to remind staff of important dates on academic calendar, and scheduling travel and accommodation arrangements for visitors to NJIT, as well as reserving seminar rooms, ordering refreshments and special A/V equipment, and arranging parking. Drafting correspondence, including but not limited to composing, 1st drafts correspondence to other institutions, typing proposals, ensuring that the proposals are submitted according to guidelines, keeping track of submissions, and proofreading proposals and other correspondence to ensure documents are free from grammatical errors. Establishing and maintaining a filing system and retrieval program for all documents related to employees and students. In conjunction with the Director, develops procedures and policies for the efficient and effective operation of the TLC Programs reception area; Train Office Assistants on an ongoing basis; Assist in supervising tutors, office assistants and GAs during the academic year and summer sessions; Directly supervise the OAs during the academic year and in the summer. Assists with administration of routine/non-routine details of the department such as greeting visitors and providing high level customer service. Serves as liaison for designated department(s) and communicates with other departments on campus to carry out assigned processes and functions, including program development, coordination, and implementation.
- Grant and Budget Management: Monitoring the status of the budgets that are maintained by the Department. In this regard, the incumbent is responsible for assisting in the preparation of budget, cover sheets, updating budget spreadsheets to show which accounts are being used and which accounts are not being used, making sure that the balances do not go too low or are not too high in the different accounts, and preparing a monthly spreadsheet to summarize the status of all of the accounts. Assisting with the completion of the annual and/or final reports for each account. In furtherance of this task the incumbent is responsible for providing an analysis of what the budget for each account has been used for, which requires the incumbent to keep, by way of illustration only, an ongoing inventory of all equipment, and record of which account purchases/expenses were charged against.
- NCAA Academic Support: Knowledge of the Navigate academic support system. Including, but not limited to, the ability to import and export data, process and distribute the progress reports, edit and maintain user databases. Evaluation of student-athlete schedules to determine compliance with NCAA rules. Ability to enter student-athlete academic data into progress towards degree spreadsheets. Maintain Eligibility Certification Letter file. Assist with student-athlete priority registration and scheduling each term to ensure compliance with NCAA rules. Assist with the management of the academic side of CAi (NCAA database). Compile data for mid year and annual NCAA and Conference reports (GSR, APR, All-Academic teams,) and assist with submission. Ability to use Arms software for document collection and distribution with the coaches (missed class paperwork). Coordination of injury notifications in conjunction with the Dean of Students office. Coordination of incoming student-athlete reports with the athletic department. Coding of student-athletes in Banner system. Assist with adding and removing holds on student-athlete accounts when appropriate.
- General TLC Operations: Assist the TLC student-athlete advisors with scheduling of appointments, monitoring study hall hours, the maintenance of student files and registration duties. Study Hall - Oversees the study hall of the various cohorts mandated to study in the Center (Student- Athletes, EOP, and Greek Life). Responsible for maintaining the database and submitting weekly reports to the appropriate offices overseeing the cohorts.
Requirements
- Bachelor’s Degree.
- Three to Five years of related experience as administrative assistant and knowledge of NCAA academic policies and procedures.
- Excellent organizational, communication, writing and telephone skills.
- Ability to work independently, exercise discretion,
- for any list of duties/requirements/benefits. So we should convert the enumerated duties into list items. The paragraph includes many items separated by semicolons and commas. We can split into logical items.
Grant and Budget Management: similar.
NCAA Academic Support: similar.
General TLC Operations: similar.
Pre-Requisite Qualifications: list: Bachelor’s Degree. Three to Five years of related experience as administrative assistant and knowledge of NCAA academic policies and procedures. Must have excellent organizational, communication, writing and telephone skills. Must be able to work independently, exercise discretion, and assume responsibility. Experience with Banner finance and student services, Navigate and ARMS software. At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university an equivalent combination of education and experience specifically preparing the candidate for success in the position.
Union Office & Professional Employee International Union (OPEIU) Range OPEIU -18 Compensation $43,979.00 - $60,029.33
Flsa Non-Exempt Time Type Full time Pay Rate Salary
We need to include that as Pay and Schedule.
Pay: compensation range.
Schedule: Full time.
We also have "Flsa Non-Exempt" maybe we can note as "Non-exempt (FLSA)". But we can just include in Schedule section: "Full time, Non-exempt (FLSA)". Or we could keep as separate line.
We must not invent details. So we can include that.
Now produce HTML.
Structure: