Job Details

William Paterson University
  • Position Number: 5124585
  • Location: Wayne, NJ
  • Position Type: Secretary and Administrative Assistants

Advisement Center - Program Assistant, Admin Services (80081)

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

At William Paterson University, we have the Will.Power. to make a difference and inspire others. Join our diverse team of passionate people and a career that allows you to develop both personally and professionally. Personal attention and achieving success are at the core of what we do. Join our team and soar with your passion!

Are you looking for an inspiring career?

You just found it. William Paterson University invites applications for this full-time and dynamic role, Advisement Center - Program Assistant within the division of Student Development in the Department of Academic Achievement.

Reporting to the Executive Director of EOF and Academic Achievement, the Program Assistant is responsible for

Reporting to the Executive Director of EOF and Academic Achievement the Program Assistant for the Advisement Center provides advanced and diversified administrative support services to the Advisement Center. This position serves as the first line of contact for addressing students' academic concerns as it relates to the functions of the office. The incumbent supports campus, Advisement programs, and university-wide initiatives. Center responsibilities include serving as the initial point of contact for students, parents, faculty, and administrators; providing administrative support for Advisement staff, programs and initiatives; communicating office policies, procedures, and practices to students, University personnel, and the community at large; researching information; overseeing and/or participating in the coordination and tracking of expenditures, including completing purchase requisitions and maintaining associated budget records; and serving as the Advisement Center's liaison to academic departments for matters and issues related to the operation of the Advisement Center.

Duties and Responsibilities include, but are not limited to:
  • Coordinates and facilitates meetings, program functions, and/or special events, as appropriate.
  • Triage walk-in and telephone inquiries related to the office functions.
  • Trains and oversees lower-graded staff and/or students as needed.
  • Identifies opportunities for process or service level enhancements and recommends solutions to improve the efficiency of office operations.
  • Serve as the initial point of contact for students, parents, faculty, and administrators, providing administrative support for staff, programs, and initiatives.
  • Assist with the Center program planning and all aspects of implementation.
  • Assist with Advisor Assignments.
  • Assist with website updates and other Advisement publication development and dissemination.
  • Performs confidential administrative support duties, including composing routine correspondence, reports, presentations, meeting minutes, and financials and obtaining factual information requiring knowledge of policies/procedures of assigned and work-related areas.
  • Maintains a variety of documents associated with the advising center.
  • Monitors finances and tracks budgetary expenses and submissions.
  • Establishes, updates, and maintains files and inventories, ordering, receiving, billing, distributing, and reconciling expenditures.
  • Assist with the organization and administrative aspects of the department.
  • Coordinates department events, assists Academic Advisors with various administrative functions, department programs, workshops, open houses, registration events, room reservations, and food service, and maintains records for the advisement center, such as calendars, statistics, and preparation of data reports, etc.
  • Performs other duties as assigned that are appropriate for the position.

  • Graduation from an accredited college or university with a Bachelor's degree is strongly preferred.
  • A minimum of two years of administrative experience, preferably in a complex academic environment, including office oversight responsibilities, experience with budget administration, program administration, and demonstrating strong organizational effectiveness.
  • Ability to handle a high volume of phone calls and personal contacts with students, faculty, and staff professionally and communicate clearly and concisely.
  • Must possess excellent interpersonal, oral, and written communication skills and interact effectively with students, faculty, staff, and external constituents using independent judgment and discretion.
  • Demonstrated ability to work effectively with individuals from diverse communities and cultures.
  • Demonstrated ability to work efficiently in a fast-paced environment with heavy student traffic and limited supervision.
  • Proficiency in using Microsoft Office Word, Excel, PowerPoint, and Outlook. Knowledge of Office 365, Desktop publishing, Ellucian Banner, Workday, and familiarity with web/social media platforms preferred.
  • Demonstrated ability to effectively prioritize workload, exercise sound judgment, and be attentive to details.
  • Budget and expenditure management and data management are strongly preferred.
  • Must be able to work occasional weekends and evenings as required.

Personal Attributes and Traits
  • Demonstrated ability to communicate effectively with diverse audiences in both verbal and written formats.
  • Demonstrated ability to think analytically and work independently and collaboratively with all levels in an organization.

Invitation to apply

Interested candidates will be prompted to: Complete an application and submit a cover letter.

Submission of all documents listed is required for consideration.

General questions related to this application process, please contact

Below is the link to the residency requirement that career service employees are subject to.

CWA Grade 16 - $48,056.98 - $67,611.12

Total Rewards:

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William Paterson University is committed to protecting your privacy and will not sell your personal information.

EEO Statement

William Paterson University is dedicated to providing equal opportunities and equal access to all individuals regardless of race or ethnicity, sex/gender (including pregnancy), gender identity or expression, sexual orientation, age, disability, genetic information, marital status, civil union status, familial status, religion, national origin or citizenship, military service status, or any other category protected by law. William Paterson University does not discriminate on the basis of any category stated above or as prohibited by applicable law. Individuals from historically underrepresented backgrounds are encouraged to apply.

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