Posted: Jun 5, 2026

Administrative Specialist, Office of the Provost (PSS3)

Ramapo College of New Jersey - Mahwah, NJ

Application Deadline: N/A

Administrative Specialist, Office of the Provost (PSS3)

Location: Ramapo College, Main Campus - Mahwah NJ

Job Type: Full-Time

Job Number: 202300405

Core: Teaching & Learning Core

Department: Office Of The Provost

Opening Date: 6/4/2026

Closing Date

FLSA: Non-Exempt

Bargaining Unit: CWA

Description

Salary Range

CWA -P21 - Steps 1-3

$64,340.11 - $70,284.32

Internal applicants' salary is based on union-negotiated calculations

Position Type/Expected Hours of Work:

This is a full-time, CWA position, and hours of work and days are Monday through Friday, 8:30 a.m. to 4:30 pm. Occasional evening and weekend work may be required as job duties demand. Note: Those non-faculty employees in the "NE" category of employment may have irregular or variable work hours. The compensatory time policy for NL employees applies to "NE" employees up to 40 hours per week. Beyond 40 hours, the overtime policy for fixed work week employees applies (i.e., rate of time and one-half in payment or compensatory time).

JOB SUMMARY:

Under general supervision, provides administrative and clerical support to the Office of the Provost and the Vice Provost for Academic and Faculty Affairs ("Vice Provost"). Prepares correspondence, reports, and letters on complex matters; provides requested information to internal and external customers; maintains a schedule of appointments and the daily engagement calendar of the Vice Provost; performs work that is difficult or complex and broad in scope; and does other related duties as required. This position reports to the Vice Provost.

Examples of Duties

DUTIES:

1. Acts as receptionist for the Office of the Provost.

• Will be required to learn how to utilize and then utilize various types of electronic and/or manual recording and information systems used by the College, including but not limited to:

• Teams

• Banner

• The Course Mod App

• U.Achieve

• Coursedog

• Jabber

• Adobe

• Qualtrics

• email & voicemail

• SPOL

• Answers telephones; may interview callers to the office.

• Reviews, sorts, and routes incoming correspondence/mail, phone calls, and walk-in visitors with inquiries.

• Serves as a resource of information for stakeholders (Deans, Managers and Directors, Conveners and faculty, students, as well as employees from other Cores, etc.) to ensure communication between the Provost and all Units both inside and outside the Teaching & Learning Core; provides requested information to Core personnel, representatives of state, local, and other groups, organizations, and agencies, and to the public in accordance with established policy.

• Covers other Unit positions as needed.

• Performs other duties as assigned.

2. Provides support on Banner records for all members of the office.

• Looks up records.

• Enters data as appropriate.

• Generates reports.

• Prepares complex correspondence, reports, and recommendations of a confidential nature.

• Will be required to learn how to use various types of electronic and/or manual recording and information systems used by the College, office, or related Units

3. Provides direct administrative and clerical support for the Vice Provost.

• Receives and processes forms and prepares correspondence for the Vice Provost's review and signature.

• Prepares letters on complex matters, which may or may not be signed or reviewed by the Vice Provost.

• Maintains a schedule of appointments and the daily engagement calendar of the Vice Provost.

• Assists in communicating with directly reporting Units and reporting committees.

• Assembles statistical and other materials required for reports, memoranda, and speeches.

• Makes arrangements for speaking engagements, travel, meetings, conferences, and hearings.

• Assists with documentation (or/and communications as directed) for internal and external stakeholders, such as Graduate Council, the Academic Policy Council, the Board of Trustees, Academic Issues Committee-NJPC, OSHE, and Middle States, etc.

4. Assists the Office of the Registrar, the Deans, and the Vice Provost with academic standing review.

• Schedules meetings of individuals or the Committee charged with conducting academic standing review, reserves the meeting room, and orders refreshments.

• Prepares meeting agendas; types meeting minutes from notes or recording equipment.

• Updates student letters concerning academic standing.

• Prepares statistical and other reports related to academic standing.

• Works with the Registrar's Office to run academic action reports in Banner.

• Monitors the academic standing review email account, receives and organizes appeal letters and related documents, and updates Unit spreadsheets with appeal status.

• Provides academic standing letters and decision sheets to the Office of the Registrar for inclusion in students' files.

• Sends certified letters to dismissed students.

• Responds to basic informational questions from students.

5. Assists the Vice Provost with managing submitted grade adjustment forms and reported academic integrity violations.

• Receives and processes grade adjustments submitted by faculty members, as appropriate

• Responds to general academic policy-related informational questions from students.

• Provides additional assistance with academic integrity cases:

• Receives academic integrity violation reports and coordinates records and files for academic integrity cases.

• Schedules academic integrity hearings and pre-conferences with the Vice Provost for Academic Programs and Academic Integrity Board hearings.

• Assigns Z grades as placeholders, as necessary, and follows up by submitting grade adjustment forms when appropriate.

• Adds supplemental documentation (e.g., record of workshop attendance) once it is submitted to the violator's files.

• Updates Banner (SPACMNT field) and the master spreadsheet of cases to reflect findings and sanctions of adjudicated academic integrity cases.

6. Maintains essential records and files

• Maintains confidential personal correspondence and other records and files, including meeting agendas and minutes, and archived materials.

• Follows State requirements and best practices regarding file retention and maintenance.

7. Coordinates services for the Office of the Provost.

• Submits work orders to initiate necessary repairs.

• Manages key requests.

• Monitors inventory of office supplies and orders necessary items, including computers and technological devices, and other educational equipment, as needed.

• Coordinates and plans the logistics of various faculty and academic awards ceremonies, including but not limited to the Thomases Award, the Faculty Service Award, the Bischoff Award, the Jack Richardson Award, the Academic Achievement Ceremony, and the Convocation. Reserves rooms, orders catering, and coordinates all setup.

• Collaborates with other Units to procure award checks/ensure payment of awards, as necessary.

• Communicates with platform parties, ceremony attendees, and the campus.

• Coordinates selection process with the Deans or other entities, as appropriate.Ensures notification of all stakeholders, including the winners of the selection and event details.Works with the Graphics Department on event program design and printing.

Qualifications

REQUIREMENTS

2-5 years of Administrative/Secretarial experience

EDUCATION:

Graduation from an accredited college with a Bachelor's degree.

• Two (2) years of professional experience in different aspects of administration and business practices; including design and implementation of policy and procedures, vendor service contracts and improving and updating management practices.

• NOTE: Applicants who do not possess the required education may substitute experience on a year for year basis.

• NOTE: A Master's degree may be substituted for one (1) year of the required experience.

To apply, please visit https://apptrkr.com/7214009

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