ADMINISTRATIVE ASSISTANT - Biology, Chemistry and Physics

Essex County College; Newark (NJ); On-site; USD 38,000 - 42,000; Full time

Benefits offered by this job

Health, dental, and vision coverage

Paid vacation, sick leave, and holydys

Pension and retirement plans

Tuition waiver programs

Opportunities for professional growth

Job summary

Essex County College in Newark is seeking an Administrative Assistant for the Biology, Chemistry and Physics division. You will support office functions, process data, and handle routine communications, reporting to the Chairperson or designee.

The role offers a starting salary of $38,000–$42,000 with a comprehensive benefits package including health, dental, vision coverage, vacation, pension, tuition waivers, and growth opportunities.

Qualifications

• 2. Working knowledge of computer software applications, preferably the Microsoft Office suite.
• 3. Demonstrated knowledge of English grammar and punctuation.
• 4. Demonstrated ability to work under pressure, prioritize assignments and to exercise good judgment at all times.
• 5. Excellent interpersonal skills.
• 6. Ability to communicate effectively, orally and in writing.
• 7. Ability to work in a multi-cultural environment.

Responsibilities

• Handle routine office functions including the appointment and admission of visitors, telephone coverage, ordering supplies and referring inquiries to the appropriate areas.
• Assist with data processing, record maintenance and related activities associated with the Banner system.
• Complete moderately complex and routine word-processing and transcription duties.
• Independently compose memoranda, correspondence, and other required communications.
• Address students’ inquiries and provide assistance with problems.
• Prepare, process, and file personnel action request forms, purchase orders, supply requisitions, pay forms and related documents.
• Assist with operational and administrative details inclusive of workshops and special activities implementation.

Skills

Office software knowledge

English grammar & punctuation

Prioritization under pressure

Interpersonal skills

Effective written and oral comms

Multicultural environment experience

Education

Associate’s Degree

Job description

Essex County College Human Resources Department

ADMINISTRATIVE ASSISTANT - Biology, Chemistry and Physics

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Position Title ADMINISTRATIVE ASSISTANT - Biology, Chemistry and Physics

Reports To

Faculty Discipline

Faculty Discipline N/A - Not Applicable

Faculty is eligible for Tenure Track?

Funding Source

Functions and Responsibilities

Job Summary

Under the supervision of the Chairperson for the Division of Biology, Chemistry and Physics or designee, the Administrative Assistant is responsible for performing responsibilities and support activities related to the office functions of the Biology, Chemistry and Physics Division. This position offers a competitive starting salary of $38,000 – $42,000 along with a comprehensive college benefits package.

Benefits include:

• Health, dental, and vision coverage
• Paid vacation, sick leave, and holidays
• Pension and retirement plans
• Tuition waiver programs
• Opportunities for professional growth

Be part of a collaborative and mission-driven college community.

Supervisory Role

Oral and written instructions are received from the Chairperson for the Division of Biology, Chemistry and Physics or designee. The Administrative Assistant may supervise support staff and student workers.

Duties & Responsibilities

1. Handle routine office functions including the appointment and admission of visitors, telephone coverage, ordering supplies and referring inquiries to the appropriate areas.

2. Assist with the data processing, record maintenance and related activities associated with the Banner system.

3. Complete moderately complex and routine word-processing and transcription duties.

4. Independently compose memoranda, correspondence, and other required communications.

5. Address students’ inquiries and provide assistance with problems.

6. Prepare, process, and file personnel action request forms, purchase orders, supply requisitions, pay forms and related documents.

7. Assist with operational and administrative details inclusive of workshops and special activities implementation.

8. Maintain and update an effective record retrieval system.

9. Provide assistance with workshops and special activities.

10. Arrange and coordinate required services from other college areas including, but not limited to, Printshop, MPT , mail/shipping and receiving, etc.

11. Maintain strict confidentiality and security of staff and student records.

12. Prepare routine, special and ancillary reports as required.

13. Perform other related duties as required.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job. Unless reasonable accommodations can be made, while performing this job the staff member shall:
Use strength to lift items needed to perform the functions of the job.
Sit, stand and walk/move from place to place for required periods of time.
Move between buildings.
Speak and hear, communicate using telephone and/or walkie talkie.
Use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision.
Communicate effectively in English, using proper grammar and vocabulary.
Reach with hands and arms and use hands and fingers to handle objects and operate tools, including but not limited to, computers, keyboards, telephones, calculators, and controls.
Bend, twist, climb, push, pull, and lift.

Additional Requirements

Minimum Qualifications

Experience (number of years), Knowledge and/or Abilities

2. Working knowledge of computer software applications, preferably the Microsoft Office suite of applications.

3. Demonstrated knowledge of English grammar and punctuation.

4. Demonstrated ability to work under pressure, prioritize assignments and to exercise good judgment at all times.

5. Excellent interpersonal skills.

6. Ability to communicate effectively, orally and in writing.

7. Ability to work in a multi-cultural environment.

Education Requirements

Education Requirements Associate’s Degree

Licenses and Certifications (including e.g., CPR, first aid, driver’s license, etc.)

Preferred Qualifications

Experience (number of years), Knowledge and/or Abilities

1. Associate’s degree in Business Administration or a related area.

2. Ability to deal with the public and institutional staff.

3. One or more years experience in secretarial, clerical or office management.

Education Requirements

Education Requirements Associate’s Degree

Licenses and Certifications (including e.g., CPR, first aid, driver’s license, etc.)

Posting Information

Open Date

Open Date 10/02/2026

Open Until Filled Yes

Close Date

Special Instructions Summary

Equal Employment Opportunity Statement

Essex County College is an Equal Opportunity Employer – All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ethnicity, citizenship status, ancestry, age, sex, sexual orientation, gender identity, gender expression sexual orientation, marital status, physical or mental disability, veteran status, military status, genetic information or any other characteristic protected by law.

Supplemental Questions

Required fields are indicated with an asterisk (*).