Administrative Assistant to the Chief Diversity Officer (CDO) & Vice President (VP), Strategic Initiatives & University Relations

Thank you for your interest in working at William Paterson University.

We invite you to join William Paterson University: a wonderful community to learn, work, grow, and thrive.

Spanning more than 400 wooded acres in suburban Wayne, New Jersey – just 20 miles from New York City – our campus is one of the most diverse in the nation and it ranks in the top 4 percent of colleges for social mobility: a measure of how well we graduate economically disadvantaged students into good-paying jobs.

Your work as a member of our team is important to our students and to the progress of our University. What you do here matters, and we value every contribution.

Job Summary:

William Paterson University invites applications for the full-time position of Administrative Assistant (State Title: Confidential Secretary X98) in the Divisions of Equity & Inclusion and Strategic Initiatives & University Relations

The Administrative Assistant provides support for the administrative functions of the Chief Diversity Officer (CDO) and the VP for Strategic Initiatives and University Relations. The Administrative Assistant works in an environment of strict confidentiality and exercises discretion and good judgment in the execution of assigned responsibilities.

Responsibilities include, but are not limited to:

• Provides administrative support to the CDO and the VP, Strategic Initiatives & University Relations
• Manages and maintains calendars, correspondences, and schedules for the CDO and the VP assisting in setting up meetings internally and externally as appropriate. 
• Supports monitoring and administration of budgets.
• Serves as primary contact for visitors to the Offices of the CDO and VP and manages telephone inquiries and other information requests and directs daily mail deliveries.
• Manages the process for submitting payments and processing encumbrances for the Offices of the CDO and the VP, Strategic Initiatives & University Relations, and manages the purchasing processes for the aforementioned divisional leaders.
• Reconciles all charges for P-Cards and other expenditures to appropriate budgets.
• Maintains and manages databases of various constituents, both internal and external, for programs, special events and as required.
• Conducts research for materials, documents, and products as needed.
• Makes travel arrangements and processes reimbursement requests.
• Produces PowerPoint presentations and other materials.
• Takes meeting minutes, proofreads, and edits documents.
• Serves as the point person for university-wide events spearheaded by the divisions (Wayne Day, Legislative visits, etc.)
• Processes and tracks facilities work orders.
• Keeps track of legislative bills and (front office) actions as directed.
• Completes additional responsibilities as assigned by the CDO and VP, Strategic Initiatives & University Relations.
• Hybrid work schedule possible depending upon institutional needs.

Required qualifications: 

• Bachelor’s degree. Additional related experience may be substituted for education on a year-for-year basis.
• Four (4) years of experience as an assistant to an executive manager.
• Extensive knowledge of Microsoft Office Suite; Word, Excel, Outlook, and Power Point.
• Flexibility to work occasional early morning and evening hours.
• Ability to work effectively in an online environment using standard communication platforms such as Teams and Zoom
• Demonstrated ability to communicate effectively in both written and oral communication.
• Demonstrated commitment to customer service.
• Capable of prioritizing work in a way that meets agreed-upon deadlines.
• Capable of working in a fast-paced, complex work environment with individuals who may have competing priorities.
• Able to focus on strategy as well as key details.

Personal traits and attributes:

• Demonstrated ability to communicate effectively in written and oral format.
• Able to chart a clear vision of future objectives and capable of prioritizing work to achieve stated and agreed upon goals.
• Able to hold confidential information with discretion.
• Demonstrated ability to build networks and collaborative relationships in a complex environment with competing needs and wants.

Invitation to apply:

Interested candidates will be prompted to complete an application, submit a cover letter and resume and complete a questionnaire. General questions related to this application process, please contact talent@wpunj.edu.

Salary range:  62,625.21-$80,000

WP’s Employee Benefits and Perks:

We support flexible work a