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Administrative Assistant (CL-2), School of Science

Apply now Posting Number: 493049
Type of Position: Full-time
Location: Poughkeepsie, NY
Categories: Office Support

Position Title:

Administrative Assistant (CL-2), School of Science


School of Science

Job Summary:

Reporting to the Dean for the School of Science, the Administrative Assistant will provide specialized support to the Dean, Associate Dean, Department Chairs, Full-time and Part-time faculty.

Blackout periods for vacations include the month of August through the second week of fall semester classes and the week before and after the first day of spring semester classes.

Minimum Qualifications:

The ideal candidate will be a high school graduate, have 5-7 years of progressively responsible secretarial/clerical work or any combination of training, experience and education sufficient to indicate an ability to do the work. All candidates must be able to demonstrate general computer proficiency with Microsoft Office Suite.

5B-Intermediate Written Communication

Consistently demonstrates ability to create routine correspondence or update template or samples with speed and accuracy. Utilizes a comprehensive knowledge of supported word processing software.

6B-Intermediate Office Organization

Consistently demonstrates ability to manage operational aspects of the office with minimal to no supervision, including time management, information distribution, and project deadlines.

Consistently demonstrates ability to file documents and student records using standard filing procedures as well as a familiarity with retention policies.

7B-Intermediate Record & Data Processing

Consistently demonstrates ability to process routine forms and records quickly and accurately, using multiple programs, and investigate and resolve problems such as missing or inaccurate data. Consistently demonstrates attention to detail.

9B-Intermediate Auditing & Data Reconciliation

Consistently demonstrates ability to audit accuracy of data and investigate discrepancies, as well as reconcile expense reports.

Errors are located using developed attention to detail. Errors committed are of average severity, and overall risk to institution is concerning and may necessitate corrective action.

15C-Advanced Interpersonal Communication

Consistently demonstrates high communication skills, and sensitivity to the concerns or interests of others in conveying information. Demonstrates the understanding of factual information and the use of persuasion tactics to help others identify solutions or possible alternative courses of action.

17B-Intermediate Responsibility

Consistently demonstrates ability to prioritize, coordinate and complete (start to finish) basic work assignments with minimal to no assistance or instruction, such as preparing faculty appointment letters.

18C-Advanced Organizational Knowledge

Consistently demonstrates extensive knowledge of entire College and outside organizations.

Essential Functions:

  • Serve as a point of contact over the phone, in person and online, for students, parents, faculty, staff and the general public.
  • Answer questions as able or refer inquiries to appropriate person.
  • Open, sort and distribute office mail. Process outgoing mail access department calendars; schedule and log appointments as necessary.
  • Collect and file updated faculty CV’s, office hours, course syllabi and exams each semester.
  • Assist in event organizing or scheduling including making travel arrangements, ordering catering, securing event space.
  • Create, update and proofread various correspondence and documents.
  • Enter and manage information in department computer system; information may be of a confidential nature.
  • Manage and reconcile department budgets and financial records.  Open purchase orders. Reconcile TD Bank Card.
  • Process check requests, honorariums and other business office forms.
  • Accept and route various Registrar forms.
  • Manage faculty professional development funds.
  • Purchase office supplies and equipment.
  • Work with Associate Dean with annual Medal of Science scholarship.
  • Train and supervise student workers.
  • Maintain knowledge of state and federal regulations pertinent to position.
  • Possess intimate knowledge of entire institution.
  • Consistently demonstrate courtesy, tact, professionalism and the ability to handle difficult people.
  • Argos reports as needed.
  • Perform other job-related duties as required.

Required Application Documents:

Resume, Cover Letter, References

About Marist College:

Located on the banks of the historic Hudson River and at its Florence, Italy campus, Marist College is a comprehensive, independent institution grounded in the liberal arts. Its mission is to “help students develop the intellect, character, and skills required for enlightened, ethical, and productive lives in the global community of the 21st century.” Marist is consistently recognized for excellence by The Princeton Review (Colleges That Create Futures and The Best 385 Colleges), U.S. News & World Report (10th Best Regional University/North, 5th Most Innovative School/North), Kiplinger’s Personal Finance (“Best College Values”), and others. The College is top-ranked for long-term study abroad (#4 in the U.S.) by the U.S. State Department’s Open Doors report. Marist educates more than 5,000 traditional-age undergraduate students and 1,400 adult and graduate students in 47 undergraduate majors and numerous graduate programs, including fully online MBA, MPA, MS, and MA degrees, and also Doctor of Physical Therapy and Physician Assistant programs. To learn more, please visit

Type of Position:




Months per Year:

12 months

Work Schedule:

8:30 AM – 5:00 PM, Monday through Friday

Hours per Week:



Marist College main campus, Poughkeepsie, NY

Number of Positions Openings:


Equal Employment Statement:

Marist College is committed to creating a diverse workforce on our campus by ensuring that barriers to equal employment opportunity and upward mobility do not exist here. To this end, the College will strive to achieve the full and fair participation of minorities, women, people with disabilities, and any other protected groups found to be under represented.

Equal opportunity means employment, development, and promotion of individuals without consideration of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, or veteran status unless there is a bona fide occupational requirement which excludes persons in one of these protected groups. The College will review its employment policies and procedures to ensure that barriers which may unnecessarily exclude protected groups are identified and eliminated. The College will also explore alternative approaches if any policy or practice is found to have a negative impact on protected groups.

Marist's policy of non-discrimination includes not only employment practices but also extends to all services and programs provided by the College. It shall be considered a violation of College policy for any member of the community to discriminate against any individual or group with respect to employment or attendance at Marist College on the basis of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, veteran status, or any other condition established by law.





























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