Hourly - Senior Office Assistant, Educator Preparation

The Senior Office Assistant provides clerical, administrative, and customer service support for Brookdale Community College's Educator Preparation Programs, including K-12 Subject Matter Specific, Career and Technical Education (CTE), K-6 Elementary Education, P-3 Early Childhood Education, teacher apprenticeships, and paraprofessional programs. The position serves as a primary point of contact for candidates, instructors, and external partners while maintaining student records, processing documentation, coordinating communications, and supporting program operations. The incumbent assists with data entry, reporting, scheduling, accreditation documentation, and compliance-related activities to ensure efficient program administration and excellent student service.

Administrative and Clerical Support 

• Draft, edit, prepare, and distribute correspondence, reports, meeting materials, and program communications.  
• Maintain electronic filing systems for student records and program documentation.  
• Coordinate meetings, appointments, orientations, and information sessions.  
• Prepare agendas and record meeting minutes.  
• Support instructor onboarding and routine administrative needs. 

Records Management and Data Entry 

• Maintain accurate student records in Colleague and other program databases.  
• Enter and update course, section, enrollment, and candidate information.  
• Track candidate progress, observations, completion requirements, and certification-related documentation.  
• Assist with preparation of reports for program administrators, accreditation activities, NJDOE reporting, and institutional assessment.  
• Review documents for completeness and identify routine discrepancies requiring follow-up.  

Student and Candidate Support 

• Serve as a point of contact for Educator Preparation Program candidates via phone, email, and in-person communication.  
• Respond to inquiries regarding admissions, registration, program requirements, course schedules, and certification pathways.  
• Assist candidates with completion and submission of required program documentation.  
• Direct candidates to appropriate college resources and support services.  
• Maintain professional and timely communication with students throughout the program lifecycle.  

Educator Preparation Program Support 

• Assist administrators with operational support for all programs.
• Support preparation and organization of accreditation and regulatory documentation. 
• Assist with candidate orientations, information sessions, and program events.  
• Coordinate communications with school district partners, instructors, and external stakeholders as directed. 

Education 

• High school graduation required. Associate's Degree preferred. 

Experience 

• Three years prior experience in an office support position of similar responsibility is necessary.
• Experience in an educational environment preferred. 

Knowledge Abilities/Skills 

• Outstanding customer service and communications skills.
• Proven ability to work effectively with students of varying ages and diverse backgrounds.
• Strong interpersonal and organizational skills with the ability to develop effective working relationships with students, staff, and faculty.
• Ability to prepare reports and publications. Ability to maintain confidentiality.
• Computer literacy skills at an intermediate level with the demonstrated ability to utilize and apply Microsoft Office Outlook, Word, Excel, and PowerPoint as well as specialized software programs and computer applications.
• Ability to learn and apply office practices, procedures, policies, and regulations that are essential to the position.