"Advising, Career, and Transfer Services Asst."

Job Details

SALARY: $42,129.00

OPENING DATE: 12/12/2025

CLOSING DATE: 12/26/2025 11:59 p.m.

UNIT: AFSCME - Level 5

DEPARTMENT: Advising, Career, and Transfer Services

REPORTS TO: Director, Advising, Career, and Transfer Services

PRINCIPAL RESPONSIBILITIES:

1. Provides telephone and reception services for Advising, Career, and Transfer Services, including screening visitors and explaining general information, policies, and procedures to diverse student populations.
2. Assists advisors with triaging student questions, issues and concerns, setting up student tech accounts, and reviewing relevant documents.
3. Schedules student advisement sessions and various appointments for full-time staff.
4. Maintains and updates accurate physical and electronic files and records for Advising, Career, and Transfer Services operations including Colleague and Canvas files.
5. Organizes and coordinates administrative workflow and departmental projects.
6. Serves as a liaison to other campus departments and outside vendor services as needed.
7. Provides primary administrative support to the department including purchasing and billing procedures, maintaining supply inventory and orders, placing catering orders for events, managing administrators’ files, calendars, and correspondence, and preparing reports as needed.
8. Schedules meeting spaces for workshops, registration events, and staff meetings.
9. Supports international students with records and file maintenance as well as appointment management.
10. Supervises work study and/or student workers, and monitors their timesheets.
11. Initiates, logs, and follows-up on all required work orders to Facilities concerning Advising, Career, and Transfer Services.
12. Performs other duties as assigned that are appropriate to the position.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent
• One (1) year of college education
• Two (2) years of experience in a busy office setting
• Excellent organizational skills and ability to multi-task while performing receptionist/telephone duties
• Must be committed to excellent customer service with professionalism, discretion, and confidentiality

PREFERRED QUALIFICATIONS:

• Associate Degree
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Teams)
• Experience using a Learning Management System such as Canvas, or Student Information System such as Colleague
• Bilingual (English/Spanish)

SUPPLEMENTAL INFORMATION:

SCHEDULE: 35 Hours Per Week
Monday, Wednesday, Thursday and Friday, 9:00 a.m. to 5:00 p.m.
Tuesday, 10:00 a.m. to 6:00 p.m.
Some evening or weekend work may be required.

RETIREMENT: Pension Eligible

Any Middlesex College employee hired after September 1, 2011 will have to meet the New Jersey residency law requirement.