Administrative Assistant

Description We are looking for an Administrative Assistant to support the Office of Academic Advising in Newark, New Jersey within a higher education environment. This Long-term Contract position will play an important part in keeping advising services organized, responsive, and student-centered while providing part-time operational support. The role is ideal for someone who can quickly learn institutional processes, manage administrative priorities with minimal direction, and contribute to efficient office operations.

Responsibilities:

• Support daily academic advising operations by responding to student questions, coordinating routine service requests, and helping maintain a consistent level of support.
• Manage administrative activities related to registration, student records, and advising follow-up to keep workflows accurate and timely.
• Provide dependable office coverage that allows key internal staff to focus on project-related planning and consultation activities.
• Use student information systems such as Banner, DegreeWorks, and related office tools to review records, monitor progress, and address immediate issues.
• Document existing advising procedures and relay practical workflow details to help capture current operational practices.
• Recognize unusual student cases or nonstandard processes encountered in daily work and communicate them to the appropriate stakeholders.
• Perform data entry, maintain organized records, and handle general office support tasks that contribute to smooth departmental operations.
• Assist with inbound communications, front-desk style support, and other administrative duties as needed in a student-facing office setting. Requirements
• Master's degree in student affairs, higher education administration, counseling, or a closely related academic field.
• Prior administrative experience within higher education, preferably in academic advising, student services, or student records.
• Working knowledge of student databases and office software, with Banner experience strongly preferred.
• Ability to learn academic policies, degree requirements, and institution-specific systems in a short timeframe.
• Strong independent judgment and problem-solving skills in a fast-moving administrative environment.
• Excellent written and verbal communication skills with the ability to interact professionally with students, staff, and project partners.
• Strong organizational skills, attention to detail, and accuracy in handling records, inquiries, and process documentation.

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