Administrative Support Specialist, Secaucus Center
Hudson County Community College
Location: Jersey City, New Jersey
Salary: Salary Grade 105
Higher Education Institution
Position Vacancy Notice
Administrative Support Specialist, Secaucus Center
Posting date: January 13, 2023
This is an exciting time to be a part of the HCCC community. The College recently launched its 2021-24 Strategic Plan, the culmination of which will align with the College’s 50th anniversary in 2024. The College was recognized by the Association of Community College Trustees as the recipient of the 2021 ACCT Northeast Region Equity Award. HCCC has recently been named one of 101 recipients, 1 of only 7 community colleges to be distinguished for the Higher Education Excellence in Diversity (HEED) Award, a national honor recognizing U.S. colleges and universities that demonstrate an outstanding commitment to diversity and inclusion. HCCC’s Culinary Arts Institute was ranked as the #6 Culinary Arts program in the United States by Best Choice Schools. Most recently, the National Institute for Staff and Organizational Development (NISOD) selected HCCC as one of twenty-four colleges nationwide to be named a “2022 Most Promising Place to Work in Community Colleges.”
Hudson County Community College serves one of the most ethnically diverse and densely populated communities in the United States. The College is a vibrant, urban institution of higher education whose mission is to provide its diverse communities with inclusive, high-quality educational programs and services that promote student success and upward social and economic mobility.
More than 90% of HCCC’s students receive scholarships, grants, and loans to finance their education, and the College’s extensive financial aid program helps connect students with the resources they need. To date, the College’s Foundation has raised over $3.5 million for student scholarships, and HCCC ranks first in the state of New Jersey for its award of Community College Opportunity Grant funds. About half of its more than 12,000 credit students identify as Hispanic, and more than 33% of all students were born outside of the U.S. In 2021, HCCC had two students selected from a national applicant pool to receive the prestigious Jack Kent Cooke Foundation’s Undergraduate Transfer Scholarship.
Hudson County Community College has three campuses. The largest campus is located at the heart of Jersey City’s Journal Square, which is approximately 20 minutes from New York City. The College has a North Hudson Campus, located in Union City, New Jersey and an additional location at the Hudson County Schools of Technology in Secaucus, New Jersey. The College offers 70 degree and certificate programs and more than 300-day, evening, and weekend courses throughout its three-campus network.
Hudson County Community College is committed to delivering high-quality educational experiences. HCCC is a member of the Achieving the Dream network of community colleges. Achieving the Dream is a national reform network of high-performing community colleges that are focused on leveraging data-informed best practices to promote equitable outcomes.
HCCC has two campus Libraries that provide welcoming common spaces that encourage exploration, creation, and collaboration between students, faculty, and a broader community. Our resources include a collection comprised of over 60,000 print and online books, 130 online databases, and approximately 67,000 periodicals (mostly online), nearly 2,000 DVDs, and a number of select streaming videos. In support of our many English Language Learners, our ESL collection offers a rich array of fiction and non-fiction books categorized by reading level to meet a variety of needs.
The Glen Gabert Library, located on the Journal Square campus, is the home of the Hudson County Community College Archive Collection which offers access to the rich history of HCCC and its impact on Jersey City and the surrounding community. The North Hudson Campus Library is located at our Union City location.
The libraries are open seven days a week while offering a variety of digital technologies that offer pathways to learning and content acquisition. Some of the available technologies include Makerspace facilities for podcasting, 3D printing, crafts, and more, a combination of PC and Macintosh computers, scanners, printers, virtual reality headsets, learning hubs, and prayer and meditation rooms.
The College boasts several signature programs, including a nationally recognized Culinary Arts Institute and Nursing Program. The College’s Culinary Arts Institute is one of only three programs in the New York Metropolitan region to hold accreditation from the Accrediting Commission of the American Culinary Federation Education Foundation. The Culinary Arts Institute features state-of-the-art facilities and a hands-on program that prepares students for a range of careers in the hospitality industry. The College recently announced the dedication of the Bloomberg Finance Lab, which provides students with real world experience to prepare them for employment in banks, corporations, and government agencies.
A leader in workforce development, HCCC hosted The Aspen Institute’s Workforce Leadership Academy, which was the first to be offered in partnership with a community college. The Hudson County Workforce Leadership Academy was funded through a combination of public and private donors that included JPMorgan Chase, The Harry and Jeanette Weinberg Foundation, The W.K. Kellogg Foundation, the County of Hudson, the LeFrak Family, and Mack-Cali.
Secaucus Center/Student Affairs and Enrollment Management
Salary Grade: 105
Position Summary/Job Description
With little to no direction, provides advanced administrative support to the Executive Director and Student Success Coach. Operates independently in prioritizing own workload in determining how best to accomplish work objectives. Is proactive in identifying, following-thru, and resolving various issues. Participates in special projects, as required.
Provides advanced administrative support to those supported such as answering, screening, and responding to inquiries on behalf of those supported; drafting, typing, proofreading, and editing basic to complex documents; creating and maintaining confidential and sensitive files and records; opening, distributing, and independently and proactively responding to mail;
maintaining inventory and ordering supplies; reviewing invoices and resolving discrepancies; etc.
Anticipates information needed by those supported and independently takes necessary action to compile and disseminate information.
Speaks and acts on behalf of those supported regarding a variety of issues and topics that may cross College Divisions. Deals directly with external contacts in a liaison capacity on behalf of those supported.
May maintain calendar for those supported, scheduling and recording appointments as May arrange simple to difficult travel plans on behalf of those supported.
Keeps those supported continually aware of both routine and unusual work area situations requiring their prompt Resolves routine to complex questions and uses own judgment to refer the more complicated issues to a higher level for resolution.
May initiate and independently compose correspondence often of a diversified, complex, technical, or confidential nature. Organizes and prepares complex documents and presentations requiring the integration of multiple office technology and software applications.
May participate in special projects, proactively tracking status of work in Independently initiates necessary follow-up action to ensure adherence to established project timeframes and effectively collaborates with others to contribute to project completion. May independently conduct special projects on behalf of those supported or ensure project completion through the support or leadership of others.
May independently gather, summarize, and analyze data and prepare various reports on behalf of those supported and as requested by others.
May utilize word processing equipment and software on a regular basis to develop complex documents, tables, macros, charts, custom manuscripts, formulas, ; import and export data and graphics; design and create routine to complex presentation materials; perform custom formatting, etc., and to perform basic input and editing of text for correspondence, etc.
In support of, or at the direction of, the Executive Director, may develop and maintain design non-routine data spreadsheets including, but not limited to complex statistical formulas, look-up tables, links, complex macros, and graphic files; as well as perform basic input and editing of data to existing spreadsheets to ensure accuracy and currency of data.
May access one or more department-specific databases to locate and retrieve information, input and update data, create new files, import and export data, and generate various complex May design and implement program modifications and improvements. Performs troubleshooting, resolves technical operational problems, works with system upgrades and conversions, and may serve as a technical expert or liaison.
Interacts with individuals both within and outside of the College to gather, provide, clarify and resolve routine to complex Resolves daily work issues that may have both short- and long-term impact and may serve as a liaison between various College Divisions. May personally reconcile the more complicated, sensitive, and/or confidential issues.
May provide supervision to student workers or may serve as a group leader to provide guidance, direction, and training regarding work activities within assigned area.
May collect data from multiple sources both within and outside of the College, perform a variety of calculations, and conduct an analysis of all data for review by those supported.
Projects a positive self-image of professionalism, appearance, confidentiality, courtesy, conduct, honesty, fairness, and personal integrity at all times.
Performs various other administrative support activities, as needed or as Remains flexible and adaptable in work schedules and work assignments as defined by College and departmental needs.
Support the activities of the Center with occasional evening and weekend activities, including distribution of materials and attending events off-site.
Associate Degree with a minimum of two-four years of related work experience (those with some college credits earned but no degree may substitute additional years of related work experience for consideration)
Demonstrated ability to interact with a culturally diverse population and to effectively and respectfully function and communicate within the context of varying beliefs, behaviors, orientations, identities, and cultural backgrounds.
Successful candidate will also be required to complete the NJDOE Criminal History Record Check as the office location required regular interaction with high school students. The cost of the background check will be reimbursed to the candidate and will only be required if selected for hiring.
Familiarity with Hudson County
Review of applications to begin
For full consideration please send a resume, cover letter, salary expectations, and a list of three professional references to [email protected]
As a New Jersey First Act Employer, new employees must establish a primary residence in New Jersey within one year unless an exemption applies.
HCCC is an equal opportunity and affirmative action employer. We are committed to ensuring a diverse and inclusive learning and working environment. Decisions on employment are made on the basis of the qualifications of an individual for the particular position being filled. Women, veterans and minorities are encouraged to apply.
HCCC has three campuses located just minutes from Manhattan: the Journal Square campus in Jersey City and North Hudson Campus in Union City are adjacent to vital transportation hubs; the Secaucus Center has abundant parking. Fully accredited by the Middle States Commission on Higher Education, the College offers courses and classes in a wide variety of disciplines to the people and businesses of Hudson County, one of the most ethnically diverse areas of the United States. The College was recently recognized with the 2021 Association of Community College Trustees (ACCT) Northeast Regional Equity Award, and the 2021 INSIGHT Into Diversity’s Higher Education Excellence in Diversity (HEED) Award. In 2016 the Gabert Library was one of three academic libraries in the United States to receive the Excellence in Academic Libraries Award from the Association of College and Research Libraries (ACRL), and in 2019 the HCCC Tutoring Center received the Frank L. Christ Outstanding Learning Center Award for Two-Year Institutions. In 2019, the College joined Achieving the Dream, a network of high achieving community colleges, part of its expanding effort toward continuous improvement in student suc...cess.
HCCC has partnerships with every major four-year college and university in the greater New Jersey-New York area and beyond, accommodating seamless transfer of credits for further undergraduate and graduate education. Hudson County Community College is proud of its culture of care and invites applications from those wishing to join a community dedicated to promoting student success in all forms.