Overview
Senior Administrative Assistant Jobs in Horsham, PA at Johnson & Johnson
Position Title
Administrative Assistant IV
Position Type
Staff
First Review Date
Department
Office of Instruction
Months of Employment
12
Salary
$47,225.86 – $69,912.26
Job Category
FT-Classified
Summary
Performs a variety of highly specialized administrative support duties in support of the CIO, CSSO or CBO & the departments under these positions. Coordinates the flow of information among work teams and may distribute work to other support staff. Work activities include but are not limited to taking and transcribing notes, development and administration of office work flow systems, independent research, assistance in budget development and monitoring, record keeping, reception duties, coordinate special events, process leave requests and timecards, and the coordination of programs and projects that involve other work teams and departments.
Supplemental
Education and Experience
An associate’s degree plus three years of experience in administrative assistant/clerical experience with one year experience in budget management and one year experience working for a senior management in an organization.
Essential Duties and Responsibilities
§ Serves as the senior-most administrative support to a division with multiple sub-divisions (or the equivalent). Performs technical and complex administrative support involving the use of independent judgment and an in-depth understanding of the functions and procedures of the division, with a working understanding of functions and procedures of other divisions. Serves as a liaison to local agencies.
§ Develops and maintains a working knowledge of special terminology related to the function to which assigned.
§ Types from rough drafts or verbal instructions a variety of materials such as letters, memoranda, recurring reports, and statistical data. Composes routine correspondence and forms as necessary. May take and transcribe dictation as assigned.
§ Initiates and answers telephone calls. Receives walk-in guests & students. Schedules appointments. Explains general program policies and procedures within the scope of authority. Provides information of a general or limited technical nature. Provides information and resolves matters as appropriate.
§ Help coordinate and plan various on-campus events (i.e. graduations, Convocation, Discover Lassen, etc.). Performs a variety of administrative and coordinating duties for special projects or events involving multiple departments and/or locations.
§ Coordinates & arranges meetings as directed. Prepares schedules and informs participants, confirming dates and times. Makes hotel and travel reservations as directed. Attends meetings as assigned in place of the CIO, CSSO, CBO or in lieu of other employees under these positions. Records, transcribes, and distributes minutes as directed.
§ Maintains records of committee proceedings. Follows up with committee members on materials or information needed for a timely reports. Assists in the preparation of departmental reports by gathering and summarizing information from a variety of sources, and distributing reports for final review.
§ Evaluates existing intra-office workflow and recommends new or revisions to current procedures, processes, forms, and time lines to make a single office function more efficiently.
§ May provide training and work guidance to student workers or other staff as directed.
§ Performs routine personnel and payroll duties that include but are not limited to faculty and/or classified personnel timesheets, payroll authorizations, leave slips, contracts, and attendance reports.
§ Regularly receives, handles, and stores confidential or sensitive information pertaining to the College, its students, or staff. Maintains confidentiality as required.
§ Maintains budget records and files. Gathers and compiles information required of the CIO, CSSO and CBO (or directed by the CIO, CSSO and CBO to work with other employees under these positions) for budget development. Independently assembles some or all of the performance and budget information for reporting to external agencies. Monitors active budgets, preparing and analyzing periodic variances of budget-to-actual expenditures. Prepares and inputs accounting forms such as purchase orders, budget and staffing requests.
§ Coordinates the documentation and word processing of performance evaluations. Tracks work-in-progress to assure timely completion of reviews.
§ May assist and/or facilitates preparation and maintenance of course schedules, descriptions, and curriculum forms by securing information from faculty and department/division management.
Performs other duties as assigned that support the overall objective of the position.
Diversity Statement
The successful candidate will possess the following:
Sensitivity to and an understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff, students and the public.
Knowledge and Skills
Requires a well-developed working knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. Requires thorough knowledge of proper English usage, grammar, spelling, and punctuation. Requires basic math skills sufficient to do sums, products, quotients, percentages and ratios. Must be skilled in using various standard office machines, including personal computers and Microsoft Office applications.
Abilities
Requires the ability to independently perform all of the duties of the position efficiently and effectively. Must be able to perform complex office and secretarial work with speed and accuracy. Must be able to learn, interpret, explain and apply knowledge of College and department organization, operations, programs, functions and special department terminology to relieve an administrator or manager of certain administrative details
Desirable Qualifications
Physical Demands
Sufficient hand/eye coordination and manual dexterity to keyboard at an advanced rate (about 60 wpm); sufficient visual acuity to recognize words letters and numbers. Ability to sit for long periods of time. Ability to occasionally lift and carry objects of light to medium weight (less than 30lbs).
Salary Grade
18
Min Salary
$47,225.86
Max Salary
$69,912.26
Posting Detail Information
Number of Vacancies
1
Desired Start Date
06/01/2025
Position End Date (if temporary)
Open Date
05/08/2025
Close Date
05/15/2025
Open Until Filled
No
Special Instructions Summary
For questions about this position or the application process, please contact Allison Lonergan in Human Resources at (530) 251-8884 or [email protected].
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Title: Senior Administrative Assistant
Company: Johnson & Johnson
Location: Horsham, PA
