Administrative Support Specialist, Academic Affairs

 

For COVID-related Information and Vaccination Requirements, please view the Return to Campus Task Force page.

 

(For Internal Consideration Only.)

 

The Opportunity

This is an exciting time to be a part of the HCCC community. In 2021, the College launched its Strategic Plan, the culmination of which, aligns with the College’s 50th anniversary in 2024. The College was recognized by the Association of Community College Trustees as the recipient of the 2021 ACCT Northeast Region Equity Award. HCCC has recently been named one of 101 recipients, 1 of only 7 community colleges to be distinguished for the Higher Education Excellence in Diversity (HEED) Award, a national honor recognizing U.S. colleges and universities that demonstrate an outstanding commitment to diversity and inclusion. HCCC’s Culinary Arts Institute was ranked as the #6 Culinary Arts program in the United States by Best Choice Schools.  Most recently, the National Institute for Staff and Organizational Development (NISOD) selected HCCC as one of twenty-four colleges nationwide to be named a “2022 Most Promising Place to Work in Community Colleges.” The Bellwether College Consortium has named HCCC a Top Ten Finalist in all three program categories for the nationally recognized 2023 Bellwether Awards: Instructional Programs and Services; Workforce Development; and Planning, Governance, and Finance. HCCC is one of only two colleges in the United States to be invited to compete in all three categories.

The Office of Academic Affairs oversees all operations of the Academic Branch and provides leadership for administrative and academic programs. Academic Affairs is responsible for helping students and faculty achieve their academic and professional goals.  Led by the Vice President, the major responsibilities include academic planning, programs, support services, policy, budgets, and faculty affairs. In addition, Academic Affairs provides oversight of academic governance, appointments, advancements, research of administrative support and compliance, and production of the College’s catalog and courses. Along with the academic deans, directors, and department heads, Academic Affairs administers existing programs, reviews and revises programs, develops new programs, and facilitates academic policies, procedures, and standards for students and faculty.

 

Overview

Hudson County Community College serves one of the most ethnically diverse and densely populated communities in the United States. The College is a vibrant, urban institution of higher education whose mission is to provide its diverse communities with inclusive, high-quality educational programs and services that promote student success and upward social and economic mobility.

The STEM Division is housed in a new state-of-the-art 70,000 square-foot building, with teaching and learning space. Students conduct research with faculty, presenting their results at regional and national conferences. Additionally, students have the opportunity to be a part of the Northern New Jersey Bridges to Baccalaureate (NNJ-B2B) Alliance of five, public, associate-degree granting, Hispanic Serving Institutions (HSIs). HCCC STEM students have participated in summer research internship projects at institutions including Princeton University, The National Aeronautics and Space Administration (NASA), Rutgers University, and The City University of New York (CUNY). Almost 60% of STEM faculty have PhDs. In the last two years, the STEM Division has created programs in Advanced Manufacturing, Cybersecurity and Construction Management. In 2021 the Division received a $298,806 National Science Foundation Advanced Technical grant. The overall objective of the grant is to develop and improve structured partnerships with local employers to increase internship opportunities and employment for Construction Management students and graduates.

More than 90% of HCCC’s students receive scholarships, grants, and loans to finance their education, and the College’s extensive financial aid program helps connect students with the resources they need. To date, the College’s Foundation has raised over $3.5 million for student scholarships, and HCCC ranks first in the state of New Jersey for its award of Community College Opportunity Grant funds. About half of its more than 12,000 credit students identify as Hispanic, and more than 33% of all students were born outside of the U.S. In 2021, HCCC had two students selected from a national applicant pool to receive the prestigious Jack Kent Cooke Foundation’s Undergraduate Transfer Scholarship.

Hudson County Community College has three campuses. The largest campus is located at the heart of Jersey City’s Journal Square, which is approximately 20 minutes from New York City. The College has a North Hudson Campus, located in Union City, New Jersey and an additional location at the Hudson County Schools of Technology in Secaucus, New Jersey. The College offers 70 degree and certificate programs and more than 300-day, evening, and weekend courses throughout its three-campus network.

Hudson County Community College is committed to delivering high-quality educational experiences. HCCC is a member of the Achieving the Dream network of community colleges. Achieving the Dream is a national reform network of high-performing community colleges that are focused on leveraging data-informed best practices to promote equitable outcomes.

HCCC has two campus Libraries that provide welcoming common spaces that encourage exploration, creation, and collaboration between students, faculty, and a broader community.  Our resources include a collection comprised of over 60,000 print and online books, 130 online databases, and approximately 67,000 periodicals (mostly online), nearly 2,000 DVDs, and a number of select streaming videos.  In support of our many English Language Learners, our ESL collection offers a rich array of fiction and non-fiction books categorized by reading level to meet a variety of needs.

The College boasts several signature programs, including a nationally recognized Culinary Arts Institute and Nursing Program. The College’s Culinary Arts Institute is one of only three programs in the New York Metropolitan region to hold accreditation from the Accrediting Commission of the American Culinary Federation Education Foundation. The Culinary Arts Institute features state-of-the-art facilities and a hands-on program that prepares students for a range of careers in the hospitality industry. The College recently announced the dedication of the Bloomberg Finance Lab, which provides students with real world experience to prepare them for employment in banks, corporations, and government agencies.

A leader in workforce development, HCCC hosted The Aspen Institute’s Workforce Leadership Academy, which was the first to be offered in partnership with a community college. The Hudson County Workforce Leadership Academy was funded through a combination of public and private donors that included JPMorgan Chase, The Harry and Jeanette Weinberg Foundation, The W.K. Kellogg Foundation, the County of Hudson, the LeFrak Family, and Mack-Cali.

 

Position Summary / Job Description

Reporting to the Senior Executive Assistant to the Vice President for Academic Affairs, the Administrative Support Specialists will provide administrative support to the Academic Affairs team.

Salary Grade: 105

  1. Provides administrative support to those supported such as answering, screening, and responding to telephone and email inquiries.
  2. Drafting, typing, proofreading, and editing documents; creating and maintaining confidential and sensitive files and records; opening, distributing, mail; maintaining inventory and ordering supplies; creating purchase orders and reviewing invoices.
  3. Speaks and acts on behalf of those supported regarding a variety of issues and topics that may cross Schools. Deals directly with external contacts in a liaison capacity on behalf of those supported.
  4. Maintains calendar for those supported, scheduling and recording appointments as requested.
  5. Arranges travel and completes necessary documentation including travel requests and reimbursements.
  6. Initiates and composes correspondence or email communication.
  7. Schedules and monitors Deans Councils, Direct Report and Academic Deans meetings.
  8. Participates in special projects when assigned including semester start-up events.
  9. Proficient in word processing and ability to develop documents, tables, charts, excel sheets, etc. Perform custom formatting and perform basic input and editing of text for correspondence, programs, invites, etc.
  10. Create, maintain, and access department/college databases to input and retrieve information, update data, create new files, import, and export data, and generate various reports.
  11. Interacts withindividuals both within the college community to gather, provide, clarify, and resolve routine issues.  Resolves daily workflow.  Serve as a liaison between various Schools. 
  12. Sensitivity in handling confidential and sensitive material. Including faculty files and portfolios.
  13. Greet and provide customer service to students, staff, faculty, and visitors. Respond to inquiries and provide information as necessary. 
  14. Supervise and train work study students in various office responsibilities and activities.
  15. Projects apositive self-image of professionalism, appearance, confidentiality, courtesy, conduct, honesty, fairness, and personal integrity at all times.
  16. Be proactive in identifying, following through, and resolving various issues.

 

Required / Minimum Qualifications

  • High School diploma.
  • Two years of related work experience.
  • Demonstrated ability to interact with a culturally diverse population and to effectively and respectfully function and communicate within the context of varying beliefs, behaviors, orientations, identities, and cultural backgrounds.

 

Applications

For full consideration please send resume, cover letter, salary expectations, and a list of three professional references to Linda Guastini at lguastiniFREEHUDSONCOUNTYCOMMUNITYCOLLEGE by February 17th.

 

As a New Jersey First Act Employer, new employees must establish a primary residence in New Jersey within one year unless an exemption applies.

HCCC is an equal opportunity and affirmative action employer. We are committed to ensuring a diverse and inclusive learning and working environment. Decisions on employment are made on the basis of the qualifications of an individual for the particular position being filled. Women, veterans and minorities are encouraged to apply.

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