"Administrative Specialist II (PT Temp)"

If you are considering a new job, work environment or career opportunities you should look at Mercer County Community College. MCCC is a publicly supported college that is open to all and dedicated to student success. In order to support that mission Mercer seeks to attract, retain, and support a skilled diverse workforce which is our most valuable resource. We thrive on and are proud of our diversity and open access. Our students and employees find the College large enough for a multitude of offerings yet small enough to keep the "Community" feel for all. The College consists of two campuses, the James Kerney Campus (JKC) in the capital city of Trenton, NJ and a larger 292 acre suburban campus just six miles north of Trenton.

As part of the comprehensive and valuable benefits package the College offers credit course tuition waivers for employees, spouses and dependents. This allows for employees and their families to take advantage of earning a higher education degree without the high cost. The College offers students 69 Degree Program Options and 35 Credit Certificates from which to choose.

The Administrative Specialist II distinguishes itself from the Administrative Specialist I by demonstrating an ability to perform more complex and multiple duties within a department. In addition, the Administrative Specialist II performs a wider variety of office support activities requiring detailed policy and procedural knowledge in assigned areas and solves moderate problems of a repetitive nature using factual information where there is precedent/policy and provides administrative support to include individual or batch processing of work activities and record-keeping for work under immediate supervision in support of an assigned work unit or department.

This position is temporary, part time, and contingent upon the availability of grant funding.The position will start on January 5, 2026, until June 30, 2026 (or sooner). The position will continue into 2027 if the grant is renewed.

SCOPE/DISTINGUISHING CHARACTERISTICS
This classification is distinguished from the Administrative Assistants and Specialist positions in that incumbents perform a variety of office support and administrative activities requiring a demonstrated proficiency of policy and procedural knowledge in their area of assignment. The position interacts with various mid-level contacts inside and outside the College to gather and prepare information relative to the departmental functions. This role typically reports to Directors and Managers and meet the job purpose, responsibilities and qualifications (level and scope) of the classification. The position possesses a knowledge of Mercer County Community College policies and procedures and routine knowledge of the applicable departmental operations.

This classification is distinguished from the Administrative Assistants and Specialist positions in that the latter works with a greater degree of independence, routinely and regularly coordinating complex administrative support and/or program coordination activities and tasks both internal to the College and involving external organizational partners and customers, and by reporting relationship

Essential Duties
*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.*

• Responsible for general day-to-day clerical duties within the department or a specialized including, scheduling meetings, maintaining calendars, coordinating travel plans (including international), placing and receiving phone calls and faxes, generating correspondence and maintaining paper and computer files.
• Performs fulfillment duties maintaining and ordering office supplies, ensuring professional appearance of the area and acting as liaison with Facilities and Housekeeping to manage requirements and maintenance needs.
• Responsible for coordinating general day-to-day administrative duties to support the department operations and supports the supervisor in effectively carrying out the duties and responsibilities within the department.
• Performs routine administrative responsibilities within the department to include demonstrated skills to effectively develop purchase orders, review, verify and process payments to vendors, complete and process expense reports, maintain departmental budgets, maintain and run database or web-based software and reports and receiving visitors.
• Acts as a primary administrative contact for a designated area or department and is capable of delivering routine administrative support by handling information requests, managing their area of operation and participating in tasks related to research, preparing descriptive or statistical reports and materials for presentations.
• Works under immediate supervision in conjunction with the department carrying out the departmental mission to include developing, planning, coordination and implementation of special projects for the department or as assigned by the supervisor.
• Responsible for carrying our administrative improvements focused on efficiency, maintaining data integrity and accessibility for the department on a daily basis.
• Handles confidential or sensitive information appropriately within their area of operation and handles some additional sensitive managerial level support as needed.

Qualifications

• Associates Degree from a regionally accredited institution in public affairs, business, education or field related to area of assignment and five years management experience that includes oversight and management of complex, sensitive projects with organization-wide impact. Other related experience required includes providing operational management, analysis, and policy development assistance in an educational system, governmental agency, academic center, a university, or community college system.
• OR
• An equivalent combination of the conferred degree and directly related full-time work experience as described above sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation, may be considered.
• 3 - 5 years of experience in administrative professional position.
• Demonstrates knowledge of Mercer County Community College policies and procedures;
• Demonstrates knowledge of the departmental operations and applicable procedures, processes, policies and laws.
• Demonstrated ability to use the enterprise College system (Colleague) within their respective area.
• Ability to effectively communicate with staff and students, both in person and in writing.
• Demonstrated ability to use MS Outlook, Word, Excel, PowerPoint, electronic forms and web-based database software.
• Ability to coordinate department operations.
• Must be willing to work overtime as needed.
• No Performance Improvement Plans in the past 24-months

Preferred Qualifications

• Professional demeanor/ ability to interact with internal/ external customers in a positive and professional manner
• Team player/ willingness to participate in "task teams" to get projects accomplished
• Ability to be self-motivated, process oriented and customer focused
• Ability to evaluate and correct general administrative problems within the department
• Ability to pay attention to detail and produce accurate reports, data and documents
• Exercises good discretion and judgment when solving administrative issues and/ or handling information of a sensitive or confidential nature
• Demonstrate written and verbal communication skills/ ability to interact effectively with inside/ outside people through correspondence or phone
• Demonstrate clerical and typing skills and demonstrated ability to adapt to new technology as it becomes available and integrated into the workplace
• Exhibit strong interpersonal skills/ ability to apply proactive solutions to problems
• Ability to prioritize and multitask
• Ability to work under pressure and meet tight timelines