Part-Time Academic Affairs Coordinator

Ocean County College; Toms River (NJ); On-site; USD 28,000 - 39,000; Part time

Job summary

Ocean County College in Toms River, NJ invites applications for a part-time, non-affiliated administrator in the School of STEM. The role provides advanced administrative support to the Dean and leadership, coordinating events, handling confidential records, and serving as a primary information resource for students and the public.

The position requires an Associate degree (Bachelor’s preferred) and at least three years of office experience, with proficiency in Microsoft Office and database

Qualifications

• Experience handling confidential records and inquiries.
• Ability to manage multiple tasks with discretion and professionalism.
• Proven ability to establish positive relationships with students, staff, and the public.
• Strong proficiency with Microsoft Office and database systems.
• Knowledge of academic scheduling processes and document preparation.

Responsibilities

• Serve as first point of contact for students, staff, and the public on STEM programs and services.
• Manage confidential records, mail operations, and correspondence; prepare minutes and follow-up docs.
• Support leadership in maintaining student records using designated software and databases.
• Draft reports and update School of STEM website content and communications.
• Maintain confidential financial and operational records; process purchase requisitions and invoices.
• Assist with scheduling processes, master class schedules, and textbook submissions with the Bookstore.
• Coordinate mailings and communications to meet deadlines and departmental goals.
• Plan and support meetings and events, including logistics and materials.
• Serve as a technical liaison with IT to troubleshoot system/app issues.
• Related duties and projects as assigned.

Skills

Office experience

Confidential records handling

Relationship building

MS Office proficiency

Database familiarity

Ellucian/Colleague experience

Education

Associates Degree

Bachelors Degree

Tools

Ellucian/Colleague

Job description

This position serves as a primary point of contact and subject-matter resource for students, college personnel, and the general public seeking information about or services offered by the School of STEM. The position independently performs complex, sensitive, and confidential administrative and operational functions and provides advanced technical and operational support to the Dean and other designated departmental leadership. The position leads the planning, coordination, and execution of departmental events and meetings, exercises a high degree of independent judgment, and proactively identifies and resolves administrative, operational, and service-delivery issues to support departmental goals.

Classification: Non-Affiliated Administrator

Staff Duration: Part Time 12 months

1. Serves as a first point of contact and trusted information resource for current and prospective STEM students, college personnel, faculty, parents, and the general public regarding academic programs, scholarships, and services. Independently assesses inquiries, resolves routine to moderately complex issues, and escalates sensitive or high-impact matters to appropriate administrators, the Assistant Dean, or the Dean as needed.
2. Independently manages a broad range of sensitive and confidential records, correspondence, and inquiries, including oversight of daily mail operations. Provides advanced administrative and confidential support to designated administrators, including preparing, transcribing, and distributing meeting minutes and follow-up documentation.
3. Collaborates closely with leadership to support the integrity and maintenance of student records using designated software and database systems, ensuring accuracy, compliance, and timely updates.
4. Drafts reports, updates, and maintains School of STEM website content and related communications, ensuring accuracy, consistency, and alignment with school priorities and institutional standards.
5. Maintains comprehensive and confidential administrative, financial, and operational records. Prepares and processes purchase requisitions, memo invoices, and other financial transactions for management review and approval. Oversees inventory management of office supplies and faculty instructional materials to ensure operational continuity.
6. Provides advanced support for academic scheduling processes, including assisting with projected and master class schedules. Distributes and maintains faculty schedules, prepares onboarding and orientation materials for new adjunct faculty, oversees timely textbook submissions, and coordinates orders with the College Bookstore.
7. Leads and coordinates assigned mailings and special communication initiatives, exercising independent judgment to meet established deadlines and support departmental objectives.
8. Plans, coordinates, and supports meetings and events, managing logistics, materials, and scheduling to ensure efficient execution.
9. Serves as a technical resource for personnel and acts as the primary liaison with Information Technology to troubleshoot, elevate, and resolve system and application issues.
10. Related duties, projects and initiatives as assigned.

• 1. Associates Degree.
• 2. Three years of work experience in an office or client service setting.
• 3. Ability to handle and safeguard confidential and sensitive files, documents and related information; serve as the first point of contact and track appointments and meetings.
• 4. Demonstrated ability to establish positive relationships with the general public and other constituents served.
• 5. Prior experience with Microsoft Office Suite and familiarity with a database system and the ability to retrieve data and create professional documents, correspondences and reports.

• 1. Bachelors Degree.
• 2. Prior experience in an academic or student affairs office within a college setting.
• 3. Recent experience working with Ellucian/Colleague.