"Administrative Specialist II - Arts & Communication (FT)"

If you're exploring new career opportunities or seeking a dynamic and supportive work environment, consider Mercer County Community College (MCCC). As a publicly supported institution committed to open access and student success, MCCC strives to attract, retain, and support a highly skilled and collaborative workforce—our most valuable asset.

At Mercer, campus culture and belonging are celebrated, and our sense of community is deeply rooted in both our mission and daily practices. With two distinct campuses—the James Kerney Campus in the heart of Trenton and our expansive 292-acre West Windsor Campus just six miles away—MCCC offers the benefits of a robust institution with the close-knit feel of a true community.

In addition to meaningful work and a supportive culture, employees enjoy a comprehensive benefits package that includes credit course tuition waivers for themselves, their spouses, and dependents—making higher education more accessible for the whole family. With 69-degree programs and 35 credit certificate options, there are countless ways to grow with us—both personally and professionally.

JOB DUTIES
The Administrative Specialist II provides advanced administrative and operational support to the Division of Arts and Communication. This role requires a strong command of office management systems, attention to detail, and the ability to work independently while supporting multiple stakeholders including faculty, staff, students, and external partners. The Administrative Specialist II coordinates daily operations, ensures the efficient execution of academic and administrative functions, and contributes to the overall effectiveness and professionalism of the division.

ESSENTIAL DUTIES AND RESPONSIBILITIES
*Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is illustrative ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. It does not imply that all positions within the class perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned.*

• Serve as the first point of contact for the division; respond to inquiries via email, phone, and in person with professionalism and discretion.
• Manage office workflow, scheduling, correspondence, and general communications.
• Coordinate meetings, appointments, and division events including room reservations, technology needs, and materials preparation.
• Maintain inventory and order office supplies; liaise with Facilities, IT, and Housekeeping as needed to ensure a functional work environment.
• Provide administrative support to faculty including course material coordination, textbook adoptions, and minor IT troubleshooting.
• Assist students with registration issues, schedule inquiries, and general guidance within College policies.
• Track course enrollments, waitlists, and cancellations; prepare and distribute enrollment and budgetary reports for review by the Dean.
• Serve as the division's purchasing liaison; create requisitions and monitor budget expenditures.
• Reconcile invoices, process payments, and ensure compliance with College purchasing policies.
• Support the Dean in preparing budget reports and financial summaries.
• Generate and maintain spreadsheets, reports, and data dashboards using Excel or similar software.
• Ensure accuracy of records related to courses, faculty loads, and enrollment statistics.
• Support preparation of semester and annual reports, assessments, and other data requests.
• Partner with staff and faculty across the College to support cross-departmental initiatives and events.
• Participate in divisional meetings and committees; contribute to process improvement initiatives.
• Assist in planning and execution of special projects as assigned by the Dean.
• Handle sensitive and confidential information with professionalism and in accordance with College policies and FERPA regulations.
• Perform other duties as assigned in support of departmental and institutional goals.

SUPERVISORY RESPONSIBILITIES
None

BENEFITS
https://www.mccc.edu/hr/employees/benefits.shtml

WORKING CONDITIONS
Please note that assigned tasks and responsibilities span both campuses for all MCCC positions.

ADA AND OTHER REQUIREMENTS
Positions in this class typically require: ability to use a key board, hearing, seeing and repetitive motions.

Sedentary Work:Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

KNOWLEDGE, SKILLS & ABILITIES

• Strong organizational, interpersonal, and problem-solving skills.
• Excellent verbal and written communication abilities.
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint) and comfort learning new systems.
• Experience with enterprise systems such as Ellucian Colleague or similar platforms.
• Ability to manage multiple priorities in a fast-paced academic environment.
• Commitment to providing exceptional service to students, faculty, and staff.

REQUIRED QUALIFICATIONS

• Associate's degree from an accredited institution.
• Minimum of three (3) to five (5) years of progressively responsible administrative experience.
• Experience coordinating budgets, data reporting, and office operations in a complex organization.
• Prior experience working in Higher Education.