Secretary - Abegail Douglas Johnson Academic Support Services Department


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For Internal Consideration Only


College Overview

Hudson County Community College (HCCC) is an award-winning, comprehensive urban college serving one of the most historic and ethnically diverse areas of the United States. HCCC students were born in 119 countries and speak 29 different languages. The diversity and the multitude of our community’s cultures, life experiences, skills and aspirations, are the very values and traits that empower us to be productive and caring members of our society.

HCCC embodies an unwavering commitment to student success and an intentional focus on diversity, equity, and inclusion. In 2019, the President’s Advisory Council on Diversity, Equity and Inclusion (PACDEI) was instituted to develop new levels of understanding and access and advance the College’s commitment to transparency and inclusion. We are proud of the differences we share, which are the foundation for the life changing and transformational education we offer and the social mobility we provide to the communities we serve.

HCCC has three campuses located just minutes from Manhattan: the Journal Square campus in Jersey City and North Hudson Campus in Union City are adjacent to vital transportation hubs; the Secaucus Center has abundant parking. Fully accredited by the Middle States Commission on Higher Education, the College offers courses and classes in a wide variety of disciplines to the people and businesses of Hudson County, one of the most ethnically diverse areas of the United States. The College was recently recognized with the 2021 Association of Community College Trustees (ACCT) Northeast Regional Equity Award, and the 2021 INSIGHT Into Diversity’s Higher Education Excellence in Diversity (HEED) Award. In 2016 the Gabert Library was one of three academic libraries in the United States to receive the Excellence in Academic Libraries Award from the Association of College and Research Libraries (ACRL), and in 2019 the HCCC Tutoring Center received the Frank L. Christ Outstanding Learning Center Award for Two-Year Institutions. In 2019, the College joined Achieving the Dream, a network of high achieving community colleges, part of its expanding effort toward continuous improvement in student success.

HCCC has partnerships with every major four-year college and university in the greater New Jersey-New York area and beyond, accommodating seamless transfer of credits for further undergraduate and graduate education. Hudson County Community College is proud of its culture of care and invites applications from those wishing to join a community dedicated to promoting student success in all forms.


Position Summary/Job Description

The Secretary for the Abegail Douglas Johnson (ADJ) Academic Support Services Department will report to the Associate Dean of the Division of Academic Development and Support Services. The primary functions of the secretary are to provide general clerical duties, secretarial. and administrative support to the ADJ Academic Support Services Department. Responsibilities will include receiving, screening, and directing all visitors, telephone calls, and mail; assisting in the preparation and arrangements for various department meetings; setting up and maintaining files, records, memorandums, and reports; interfacing with related departments, staff, faculty, and other members of the department as needed; maintain contact with organizational units providing support services such as data processing, accounting, purchasing, payroll, office services and human resources paperwork. Assist with the budget management including preparing purchase orders, requisitions, check requests, reimbursements and transfers, and provide a monthly report of expenditures and maintain student records and files for the department. Register students for tutoring and compile reports on the number of students served and their grades for the semester.


Essential Responsibilities

  • Works collaboratively with all members of the department.
  • Registers students seeking tutoring on WCOnline and compiles reports on the number of students served.
  • Communicates rules and policies to students and tutors.
  • Communicates tutor-related issues to the Associate Dean, Director of the Writing and Tutoring Centers, or Coordinators.
  • Trains work-study students.
  • Enters student data into Excel spreadsheets and Colleague in order to create reports on the number of students served and their grades for the semester.
  • Keeps an inventory of supplies to be used to place and receive supply orders.
  • Takes the minutes at the department and division meetings.
  • Assists the Associate Dean with the Dean's List preparation and activities.
  • Assists the Associate Dean with the activities of the Student Success Academy (SSA).
  • Provides varied secretarial support such as receptionist duties; answering and screening telephone calls; referring messages; compiling and sorting information; typing and proofreading documents; filing; opening/distributing/responding to mail; photocopying; scheduling; ordering supplies; reviewing invoices and resolving discrepancies; collating materials; distributing information; providing and verifying requested information.
  • Keeps those supported continually aware of both routine and unusual work area situations requiring their prompt attention. Resolves various questions or issues and refers the more complicated issues to a higher level for resolution.
  • Operates standard office equipment such as a computer, photocopier, fax machine, typewriter, multiple telephone system, scanner, printer, in the normal course of job activities.
  • Inputs and edits data to pre-established spreadsheets, establishes new spreadsheets, formats documents, and performs sorts and merges at the request of those supported.
  • Accesses one or more department-specific databases to locate and retrieve information, input and update information, and generate various reports and data lists.
  • Projects a positive self-image of professionalism, appearance, confidentiality, courtesy, conduct, honesty, fairness, and personal integrity at all times.
  • Follows, enforces, and ensures departmental compliance with relevant federal, state and local regulations, established Student and Academic Affairs policies and procedures, and the rules and regulations defined by the Family Educational Rights and Privacy Act (FERPA).
  • Operates in accordance with established departmental and College policies and procedures, working in tandem with other members of the College community.
  • Continues to develop professional and secretarial skills through independent research, networking, attending seminars and workshops, etc.
  • Attends All College Faculty Orientation, College Service Day, Commencement, Convocation, and College meetings.
  • Performs other secretarial activities, as required. Actively participates and/or manages special projects, as Remains flexible and adaptable in work schedules and work assignments as defined by the College and departmental needs.


Required Qualifications

A high school diploma or equivalent and a minimum of one year of related work experience are required.


Special Knowledge, Skills and Abilities:

Effective communication and interpersonal skills are required. Working knowledge of standard office equipment is required. Basic courtesy, tact, and diplomacy are required regarding interactions with others. Good typing, keyboarding, recordkeeping, and organizational skills are required. Experience with Ellucian or other higher education software preferred. 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 is required.



For full consideration please send resume, cover letter expressing interest, your salary expectations and a list of three professional references to Associate Dean Pamela Bandyopadhyay at pbandyopadhyayFREEHUDSONCOUNTYCOMMUNITYCOLLEGE.


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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