Administrative Assistant, Library

Jersey City, NJ, United States

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(For Internal Consideration Only.)

The Opportunity

This is an exciting time to be a part of the HCCC community. In 2021, the College launched its Strategic Plan, the culmination of which, aligns with the College's 50 th 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." The Bellwether College Consortium has named HCCC a Top Ten Finalist in all three program categories for the nationally recognized 2023 Bellwether Awards: Instructional Programs and Services; Workforce Development; and Planning, Governance, and Finance. HCCC is one of only two colleges in the United States to be invited to compete in all three categories.

College Overview

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.

Position Summary / Job Description

Salary Grade: 108

Reporting to the Dean of College Libraries, the Library Administrative Assistant is responsible for providing a full range of administrative support for the Library department, including coordinating the purchase of library materials and supplies, processing requisitions and invoice payments, and communicating with vendors. Plays an essential role by tracking expenditures, preparing regular reports, and assisting with various project-based work. The Library Administrative Assistant also plays a vital role in coordinating the Dean's calendar, scheduling meetings, and maintaining awareness of HCCC rules and policies to ensure the Library is compliant with procurement and human resources policies and procedures. This position requires outstanding organization, planning, and communication skills, superior accuracy, and the ability to exercise sound judgment and discretion. The incumbent must be a self-directed, service-oriented professional.

Responsibilities

Provides general administrative support, including but not limited to responding to phone and email inquiries, processing paperwork as required for department staff, coordinating department calendars and scheduling appointments for the Dean, maintaining personnel and vendor files with accurate records of budget expenditures.

Manages library purchasing, requisitions and distribution of items under direction of the Dean and in partnership with other college departments.

Monitors balances and expenditures, maintains all accounts receivable and payable for the library in cooperation with the Finance office. Reconciles entries with expenditure spreadsheets.

Prepares preliminary budget estimates and assists with regular reports and annual operating budget justifications.

Supports librarians with purchase requests, orders and communication with vendors.

Provides administrative support for library search committees and ensures confidentiality.

Schedules departmental and committee meetings, compiles meeting agendas, and records and distributes minutes of staff and management team meetings.

Handles travel reimbursements and assists with travel arrangements for departmental staff.

Initiates facilities work orders and follows them to completion.

Oversees office supplies and inventory for the two campus libraries.

Assists with planning and execution of library sponsored programs and events.

Performs other duties and responsibilities as assigned.

Position Requirements Experience promoting diversity, equity, and inclusion.

Minimum High School Diploma with at least a year library related experience. Associate degree preferred.

Progressively responsible experience in office work or equivalent combination of education and experience.

Ability to prioritize and work with minimum direction and supervision, and use good judgment in identifying and dealing with problems.

Proficiency in word processing, spreadsheets, email and calendar applications.

Excellent organizational skills and knowledge of basic bookkeeping.

Ability to communicate effectively, with clear and concise oral, written and telephone communication skills.

Strong interpersonal skills and ability to deal tactfully with library and college staff, faculty, students and general public.

Experience working in a higher education environment or library.

Applications

For full consideration please send a resume, cover letter, salary expectations, and a list of three professional references to Dean John Hernandez at [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.