Graduate Administrative Assistant Job Description

Job Description: Graduate Administrative Assistant

Position Title: Graduate Administrative Assistant (GAA)
Department: TBA
Reports to: Department Manager or Office Supervisor
Location: Kean University (Union Campus)
Position Type: Part-time/Full-time (Typically 10-20 hours per week)

Position Overview:

The Graduate Administrative Assistant (GAA) will provide support to the department or office through a range of administrative, clerical, and organizational tasks. The GAA will assist with daily operations, communication, event planning, and other duties as needed to ensure the efficient functioning of the department. This role offers an excellent opportunity for graduate students to develop professional skills in office management, communication, and project coordination.

Key Responsibilities:

1. Administrative Support:
   1. Perform general office duties such as data entry, filing, scheduling appointments, and responding to emails and phone inquiries.
   2. Manage departmental calendars, coordinate meetings, and assist with scheduling for faculty, staff, and students.
   3. Prepare and organize documents, reports, presentations, and other materials as requested.
2. Communication and Correspondence:
   1. Act as a point of contact for internal and external communications, ensuring timely responses to inquiries.
   2. Draft, edit, and distribute official communications, announcements, and newsletters to faculty, staff, and students.
   3. Update and maintain departmental websites or online platforms as needed.
3. Event and Project Coordination:
   1. Assist in planning and organizing departmental events, workshops, seminars, and meetings.
   2. Coordinate logistics for events, including booking rooms, arranging catering, preparing materials, and setting up equipment.
   3. Support project management by tracking progress, organizing resources, and maintaining project documentation.
4. Data Management:
   1. Maintain accurate records of departmental data, student information, budgets, and other important documents.
   2. Generate reports and assist with data analysis to support departmental decision-making and strategy development.
   3. Ensure compliance with data protection regulations and maintain confidentiality of sensitive information.
5. Student and Faculty Support:
   1. Provide support to faculty and staff with course materials, exam scheduling, and other academic tasks.
   2. Assist graduate and undergraduate students with administrative requests, resources, and program information.
   3. Help onboard new staff, faculty, or student employees by providing training on office procedures and protocols.

Qualifications:

• Education:
  • Hold a baccalaureate degree, preferably in a field related to the department.
  • Be enrolled for no more than 12 credits per semester, but no less than 9 credits per semester of graduate study in their program at the university
  • Have a cumulative undergraduate GPA of 3.25 or better, or GRE score in the 70th percentile or higher
  • Have a 3.5 graduate GPA at Kean after completing at least 12 credits

Experience: Prior administrative or clerical experience is preferred but not required.

• Skills:
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with office software or systems.
  • Ability to multitask and prioritize in a dynamic work environment.

Key Competencies:

• Attention to Detail: Accuracy in handling administrative tasks, data entry, and document preparation.
• Professionalism: Strong work ethic, positive attitude, and ability to handle sensitive information with discretion.
• Teamwork and Collaboration: Willingness to work collaboratively with faculty, staff, and other graduate assistants to achieve departmental goals.

Reimbursement, Workload, and Waiver of Tuition and Fees: 

Full-time graduate assistantships  

• 15-20 hours per week over any given semester  
• Full tuition waiver (9-12 credits)  
• Stipend of standard per hour rate Half-time graduate assistantships  

Half-time graduate assistantships  

• 7.5-10 hours per week over any given semester 
• Half tuition waiver (50% of registered credits)  
• Stipend of standard per hour rate  

Application and Selection:

Applications for assistantships shall be filed through the graduate admissions portal at the point of application to admission to a graduate program. Students will be able to apply during the semester preceding the anticipated assignment. Applicants shall be interviewed by the appropriate staff member (Department Chairperson, Administrator, Faculty member, etc.), and the selection based upon institutional need, the applicant’s previous educational background, experiential background, financial need, etc. Applicants will be notified as to the disposition of the application as quickly as possible.

To apply for this position, please indicate interest in an assistantship through the original application for admission to the graduate program and submit the following materials:

1. Check “yes” that you wish to be considered for a GA position
2. A cover letter detailing your interest in the position and relevant skills or experience.
3. A current CV or resume.
4. Contact information for at least two academic or professional references.

Application Deadline: Open until filled – As this is a rolling process, a student may be contacted by the department before any semester if they wish to interview the student for an open position. 

Contact Information: For more information, please contact ga@kean.edu.

Equal Opportunity Statement:

Kean University is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

This job description outlines the essential functions and qualifications for the Graduate Administrative Assistant role, emphasizing the opportunities for skill development and hands-on experience in an academic or administrative setting.