The Confidential Administrator provides support to the Vice President in fulfilling the functions of the office and managing the administrative tasks of the Student Affairs Division. The position ensures that all matters referred to the VP have been examined from the standpoint of policy, budget and overall operation of the Division and that those matters requiring the approval of the VP are executed promptly.

Office Administration

• Supervise day to day operations of the Office of the VP.
• Review, verify and prepare for the VP’s review the information, facts and/or documents relative to a student appeal, concern or request for sensitive data. Maintain and ensure the confidentiality of student, personnel, and other departmental records.
• Respond directly to students, parents and constituents related to sensitive/confidential student issues, including problems related to academic standing or student conduct.
• Work directly with Director of Student Conduct and Compliance using the Maxient Conduct System, including creation of case files and case updates.
• Screen all correspondence and respond to requests for information directed to the VP. Serve as primary resource person for all inquiries from students, instructors and staff regarding policies and procedures. Responses require tact, discretion and a high level of confidentiality given the various issues presented.
• Coordinate all correspondence and documents pertaining to Board of Trustee meetings.
• Provide administrative support to the VP in the collection and analysis of data in support of the negotiation and grievance process. Assure completion of all necessary departmental paperwork and forms to ensure conformity to contractual guidelines.
• Represent the VP at meetings or functions for which he/she is unable to attend.
• Serve on Student Affairs specific committees to include the Behavior Intervention Team, Financial Aid Appeals Committee and the Registration Appeals Committee.
• Annually complete specific section revisions to the College Catalog working with department leads and provide to Catalog lead; as needed update any division website pages or create new site pages; review and update division literature.
• Serves as point of contact for crisis or student police issues and acts accordingly, notifying appropriate parties and call to action in VPs or appropriate Director’s absence.

Project Management

• Coordinate, plan, and act as project manager on special projects and/or existing programs/activities that may include scheduling, tracking, arranging meetings, preparing reports/analysis, and the maintenance of files or records. These include, but are not limited to, Annual Parent Orientations; Outstanding Student Award Process and bio creation, Graduation speech preparation and assistance with New Student Orientation(s) or other events/projects as needed.
• Develop and produce reports on a regular or ad hoc basis to support planning, control, budgeting and other matters related to Division operations.  Ensure that reports accurately reflect institutional data.
• Monitor work schedules within the Division and provide support to the VP for the leave request system serving as proxy.
• Coordinate specific activities assigned to the VP’s directors, administrators and staff to facilitate the timely completion of tasks in order to adhere to deadlines and contractual obligations.

Budget Coordination

• Assist in the direct planning, coordination and oversight of all operating, minor capital and auxiliary budgets to ensure conformity with college policies and procedures. Track and reconcile division accounts through the transfer process and appropriate Director.
• Provide necessary factual information and assistance on budget matters to the VP and administrative staff for use in decision making and planning.
• Realign funding support in accordance with division needs during the annual budget process; develop and communicate rationale for the VP and Finance.

Perform other related duties as assigned.

Education: 

• Bachelor's degree in a related field.

Experience: 

• Three years prior experience in providing clerical or administrative support to an executive or senior management position.
• Experience with utilizing a database system preferred.
• Supervisory experience preferred.

Knowledge/Skills/Abilities: 

• Strong communication, interpersonal, and organizational skills.
• Demonstrated ability to exercise discretion and confidentiality.
• Ability to exercise important human relations skills in establishing and maintaining effective working relations.
• Ability to work independently, with minimal supervision.
• Ability to multitask with attention to detail.
• Ability to adjust to changing priorities, accept ownership of duties, and follow tasks through to completion.
• Ability to work in multi-project, fast-paced environment and meet concurrent deadlines.
• Ability to maintain knowledge of policies, regulations, and guidelines related to the position functions.
• Ability to work well with a diverse college staff and student population.
• Ability to work collaboratively and to address problems through team work.
• Computer literacy skills at an intermediate level with the demonstrated ability to utilize and apply Microsoft Office as well as specialized software programs and computer applications essential to the position, including but not limited to the College’s ERP (Maxient).
• Ability to learn applicable Federal and State regulations as well as the College procedures, policies and regulation.
• Ability to work a flexible schedule (evenings/weekends).
• Ability to travel locally and to other sites.

Preferred Qualifications & Special Considerations: 

• Knowledge of Monmouth County and its communities. 
• Occasional night and weekend hours required.  Occasional local travel required. 

Summary of Benefits: Summary of Benefits: Administrative

Special Instructions to Applicants: A review of applications will be ongoing until the position is filled. Submission of application materials by Thursday, July 10th, 2025, is preferred to ensure full consideration.