Administrative Specialist II - Arts & Communication (...

Salary: $38,719.00 - $53,007.00 Annually Location : West Windsor and Trenton, NJ Job Type: Full-Time Job Number: 202500057 Division: Academic Affairs Department: Arts & Communication Opening Date: 11/21/2025 JOB SUMMARY AND DUTIES If you're exploring new career opportunities or seeking a dynamic and supportive work environment, consider Mercer County Community College (MCCC). As a publicly supported institution committed to open access and student success, MCCC strives to attract, retain, and support a highly skilled and collaborative workforce-our most valuable asset. At Mercer, campus culture and belonging are celebrated, and our sense of community is deeply rooted in both our mission and daily practices. With two distinct campuses-the James Kerney Campus in the heart of Trenton and our expansive 292-acre West Windsor Campus just six miles away-MCCC offers the benefits of a robust institution with the close-knit feel of a true community. In addition to meaningful work and a supportive culture, employees enjoy a comprehensive benefits package that includes credit course tuition waivers for themselves, their spouses, and dependents-making higher education more accessible for the whole family. With 69-degree programs and 35 credit certificate options, there are countless ways to grow with us-both personally and professionally. JOB DUTIES The Administrative Specialist II provides advanced administrative and operational support to the Division of Arts and Communication. This role requires a strong command of office management systems, attention to detail, and the ability to work independently while supporting multiple stakeholders including faculty, staff, students, and external partners. The Administrative Specialist II coordinates daily operations, ensures the efficient execution of academic and administrative functions, and contributes to the overall effectiveness and professionalism of the division. ESSENTIAL DUTIES AND RESPONSIBILITIES Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is illustrative ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. It does not imply that all positions within the class perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned. Serve as the first point of contact for the division; respond to inquiries via email, phone, and in person with professionalism and discretion. Manage office workflow, scheduling, correspondence, and general communications. Coordinate meetings, appointments, and division events including room reservations, technology needs, and materials preparation. Maintain inventory and order office supplies; liaise with Facilities, IT, and Housekeeping as needed to ensure a functional work environment. Provide administrative support to faculty including course material coordination, textbook adoptions, and minor IT troubleshooting. Assist students with registration issues, schedule inquiries, and general guidance within College policies. Track course enrollments, waitlists, and cancellations; prepare and distribute enrollment and budgetary reports for review by the Dean. Serve as the division's purchasing liaison; create requisitions and monitor budget expenditures. Reconcile invoices, process payments, and ensure compliance with College purchasing policies. Support the Dean in preparing budget reports and financial summaries. Generate and maintain spreadsheets, reports, and data dashboards using Excel or similar software. Ensure accuracy of records related to courses, faculty loads, and enrollment statistics. Support preparation of semester and annual reports, assessments, and other data requests. Partner with staff and faculty across the College to support cross-departmental initiatives and events. Participate in divisional meetings and committees; contribute to process improvement initiatives. Assist in planning and execution of special projects as assigned by the Dean. Handle sensitive and confidential information with professionalism and in accordance with College policies and FERPA regulations. Perform other duties as assigned in support of departmental and institutional goals. SUPERVISORY RESPONSIBILITIES None BENEFITS WORKING CONDITIONS Please note that assigned tasks and responsibilities span both campuses for all MCCC positions. ADA AND OTHER REQUIREMENTS Positions in this class typically require: ability to use a key board, hearing, seeing and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. REQUIRED QUALIFICATIONS, KNOWLEDGE, SKILLS & ABILITIESKNOWLEDGE, SKILLS & ABILITIES Strong organizational, interpersonal, and problem-solving skills. Excellent verbal and written communication abilities. Proficiency in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint) and comfort learning new systems. Experience with enterprise systems such as Ellucian Colleague or similar platforms. Ability to manage multiple priorities in a fast-paced academic environment. Commitment to providing exceptional service to students, faculty, and staff. REQUIRED QUALIFICATIONS Associate's degree from an accredited institution. Minimum of three (3) to five (5) years of progressively responsible administrative experience. PREFERRED QUALIFICATIONS, KNOWLEDGE, SKILLS & ABILITIESExperience coordinating budgets, data reporting, and office operations in a complex organization. Prior experience working in Higher Education. CORE COMPETENCIES The successful candidate should demonstrate the following competencies: Adaptability: Maintaining effectiveness when experiencing major changes in work tasks or the work environment; adjusting effectively to work within new work structures, processes, requirements, or cultures. Building Trust: Interacting with others in a way that gives them confidence in one's intentions and those of the organization. Customer Focus: Making customers and their needs a primary focus of one's actions; developing and sustaining productive customer relationships. Decision Making: Identifying and understanding issues, problems, and opportunities; comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints, and probable consequences. Building Partnerships: Identifying opportunities and taking action to build strategic relationships between one's area and other areas, teams, departments, units, or organizations to help achieve business goals. Belonging: Working with situations involving different cultures/languages and responding to the ambiguity of unexpected/unfamiliar approaches. Culture and Belonging: Working with situations involving different cultures/languages and responding to the ambiguity of unexpected/unfamiliar approaches. Mercer County Community College does not discriminate on the basis of race, color, national origin, sex, marital status, religion, age, disability, handicap or other legally protected status in its provision of employment, education, and activities, or other services. Mercer County Community College is an EEO/AAP Employer/Protected Veteran/Disabled. Disclaimer: This job description outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management's right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons. Full Time Employee Benefits Health Care Prescription Drug Plan Dental Vision Retirement Savings Plan Optional Tax Deferral Plans (403b and 457b plans) Flexible Spending Accounts Life Insurance Long-Term Disability Tuition Reimbursement Mercer County Community College Tuition Waiver Employee Assistance Program, Recreation Pass to College's Pool and Fitness Center 14 Holidays 3 Personal days 2 Floating Holidays 12 Vacation days in first year 15 Vacation days after secnd year 12 Sick days per year Paid Jury Duty Bereavement Leave Military Leave Various employee discounts include Mercer County Community College Bookstore, Kelsey Theatre, NJM Insurance and Corporate Offers - "Best Pricing" to theme parks, theatre and sporting events.

Created: 2026-03-04