Department Administrator, Government Affairs & Community Relations (GACR) - Job at Brookdale Community College in Lincroft, NJ

Department Administrator, Government Affairs & Community Relations (GACR)

Lincroft, NJ

Posted 6 days ago

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Job Description

Position Details

Position Information

Job Title	Department Administrator, Government Affairs & Community Relations (GACR)
Working Title	Department Administrator, Government Affairs & Community Relations (GACR)
Applicant Posting Category Dropdown	Administrator
Residency Requirement	NJ Residency
Department	Gov Affairs & Community Relati
Location	Lincroft
Job Type	Full Time
Job Category	Administrative/Represented
Pay Rate	$62,712
Grade/Rank	A3
Hours	37.5
Pay Basis	Annually
Position Summary	Provide administrative, financial and functional support to the Office of Governmental Affairs and Community Relations (GACR). The position provides a wide variety of diverse, complex, and administrative and functional support, requiring a substantial amount of tact, judgment, and initiative. The incumbent is required to be self-directed and to contribute to a highly effective administrative team. The position will interact with all levels of internal and external constituencies.
Description of Duties	Serve as information resource and contact to internal and external entities including college departments, community organizations, media entities, vendors and governmental agencies in support of GACR programs, projects and initiatives. Assist with the development, update and maintenance of informational materials, resources and webpages. Assist with the dissemination of inter-Brookdale and external information and materials. Provide administrative/clerical support for the Executive Director of GACR to intake, screen and prioritize incoming communications and requests providing a summary of the issues/requests for review by the Executive Director. Use independent judgment to determine which correspondence should be forwarded directly to other College staff and follow up on its completion. As directed, prepare draft responses for review by the Executive Director. Manage the calendar of the Executive Director, draft letters and edit reports, plan travel requirements and itineraries, process materials, schedule and arrange all meetings and requisition office supplies and equipment. Prepare financial and special reports and projects requiring discretion and independent judgment. Build, organize and maintain (update) required multi-budget financial and project databases, records and files using available technology. Develop innovative tracking tools for tracking projects, maintaining files, spreadsheets databases and records. Coordinate processing of all financial documents, timesheets, expenditure requests and requisitions. Provide regular reports on financial resources and expenditures in consultation with Finance & Operations. Coordinate with GACR staff on the planning and execution of Departmental programs, projects and special events. Participate in external meetings, events and outreach initiatives with GACR and College staff as directed. In conjunction with Events Management, collaborate with external groups in planning and promoting programs, events and activities of Brookdale. Organize, record and track all incoming requests and correspondence concerning Brookdale sponsorships and memberships. Assist with recruiting and registering Brookdale staff to attend sponsored and membership events and activities, follow up on financial and registration materials and information needed, and the review/approval processes. Notify Executive Director of special or urgent work requests requiring immediate attention. Coordinate collaboration of CCOG program operations, budget and payroll with the Program Director. Monitor program budget, order and maintain program informational materials and outreach supplies. Create interim and final report financial reports and supporting program data. Participate in internal and community outreach events and activities in support of the CCOG Program Director and Staff. Organize planning and execution of the Wilbur Ray Scholarship Program (WRSP). Work with committee members to plan Annual Scholarship Awards Dinner. Develop outreach, review and awarding processes of student scholarships in collaboration with the Brookdale Foundation. Support office operations, ordering supplies and materials, coordinating activities of hourly employees, student interns and/or work-study students. Perform other related duties as assigned.
Minimum Qualifications	Education: Bachelor's degree or equivalent relevant experience. Will consider combination of education and experience from which comparable knowledge and abilities can be acquired. Experience: Three years of progressively responsible administrative/clerical experience, budget & financial management, data monitoring and reporting experience preferably in a Higher Education environment. Administration experience preferred. Experience in working with internal and external constituencies preferred. Knowledge Abilities/Skills: Must have excellent organizational and communication skills. Must be computer literate with demonstrated proficiency in all Microsoft Office application. Must have experience with financial management and data tracking technology. Must have strong ability to build, operate & manage integrated databases. Competencies: Attention To Detail - Ensure documents and reports are accurate and timely. Tactful - Understand and employ discretion, confidentiality and diplomacy. Proactive - Anticipate the needs of the GACR Executive Director and staff. Well Organized - Ensure that all deadlines are anticipated and met. Resourceful - Able to resolve issues and to implement ways to improve efficiency and service. Self-directed - Demonstrates on-going, action-oriented thinking and problem solving. Customer Service - strong desire to work with internal and external entities and interact with the community through regular contact and outreach.
Preferred Qualifications & Special Considerations	Knowledge of Monmouth County and its communities. Weekend and evening hours may be required.

Posting Detail Information

Requisition Number	S220P
Desired Start Date
Duration, If Temporary
Recommended Job Open Date	01/08/2024
Job Close Date
Open Until Filled	Yes
Special Instructions to Applicants	**A review of applications will be ongoing until the position is filled. Submission of application materials by February 29th, 2024, is preferred to ensure full consideration.

Brookdale Community College is an Equal Opportunity/Affirmative Action educational institution. In order to promote this goal, the College makes positive efforts to ensure equal opportunity to all individuals without regard to race, color, sex, religion, national origin, disability or veteran status.

Job Summary

Company

Brookdale Community College

Start Date

As soon as possible

Employment Term and Type

Regular, Full Time

Required Education

Bachelor's Degree

Required Experience

3+ years