Administrative Assistant, Office of the President

Posting Date: May 16, 2019

Closing Date: Open until filled

William Paterson University invites applications for the position of Administrative Assistant reporting to the Chief of Staff. The Assistant provides support for the administrative functions of the Office of the President and the Director of Communications. The Assistant works in an environment of strict confidentiality and exercises discretion and good judgement in the execution of assigned responsibilities.

Principal Responsibilities:

  • Provides general administrative support to the President, Chief of Staff, and Director of Communications
  • Serves as primary contact for visitors to the Office of the President, manages telephone inquiries and other information requests, and directs daily mail deliveries
  • Manages the process for submitting payment through requisitions and other University mechanisms for the Office of the President, and manages the purchasing of all office supplies
  • Reconciles the charges for office supplies and special events against budget
  • Maintains and manages lists of various constituents, both internal and external, for routine programs and special events
  • Conducts research via websites and other sources for materials, documents, and products as needed for the Office of the President
  • Produces PowerPoint and other visual presentations
  • Proofreads and edits materials for both spelling, syntax, and content
  • Provides assistance to the Senior Administrative Assistants on routine office functions and on ad hoc projects, which will include leadership on assigned projects
  • Serves as back up for Senior Administrative Assistants on office functions and special projects, as directed by the Chief of Staff
  • Completes additional responsibilities as assigned by the Chief of Staff

Required Qualifications:  

  • Bachelor’s degree. Additional related experience may be substituted for education on a year for year basis.
  • Four (4) years of experience as an assistant to a senior executive.
  • Excellent written and oral communication skills.
  • Exceptional interpersonal, customer service and organizational skills.
  • Experience working in a fast paced, complex work environment with multiple and competing deadlines.
  • Keen attention to detail including proofreading for content and grammar.
  • Extensive knowledge of Microsoft Office Suite; Word, Excel, Outlook and Power Point (Candidates selected for interview will be tested).
  • Flexibility to work occasional early morning and evening hours.


Preferred Qualifications:

  • Possess prior experience in a college/university setting.


About William Paterson:

William Paterson University is the third most diverse public university in New Jersey. As a longstanding member of the Hispanic Association of Colleges and Universities (HACU), we have been designated by the US Department of Education as a Hispanic-Serving Institution. The University offers more than 250 undergraduate and graduate academic programs that range from liberal arts and sciences to pre-professional and professional programs; it enrolls nearly 10,000 students from across the country and from over 40 nations. The University is situated on a beautiful, 370-acre suburban campus in Wayne, New Jersey, just twenty miles west of New York City.


Salary and Benefits:

48,000.00 - $52,000.00

This position offers a comprehensive benefits package, including tuition waiver for dependent children after one year of full-time employment. 


Invitation to apply:

Please click to Apply for the position.

Interested candidates will be prompted to:

Complete an application 

Submit a cover letter and resume

Provide names/contacts of three professional references.  

Submission of all documents listed above is required for consideration.


Review of applications will commence immediately and continue until the position is filled. Please email should you have any general questions related to this search.

The Clery Act (The Jean Clery Disclosure of Campus Security Policy and Campus Crime Statistic Act) requires all institutions of higher learning to make available to prospective employees our agency's Annual Security Report. A copy of this information is available on the University Police Department website at the Clery Act page. A paper copy of this report can be obtained at the University Police Department upon request.

William Paterson University is an equal opportunity employer that actively values and supports diversity among faculty, staff and students. Women, minorities, and members of under-represented groups are encouraged to apply.