Office Coordinator - New Jersey Institute of Technology : Job Details

Title:

Office Coordinator

Department:

Pre-College Programs

Reports To:

Director for Program Operations & Outreach and Sr. Director for Strategic Planning & Community Initi

Position Type:

Staff

Position Summary:

Under the leadership of the Director for Program Operations and Outreach and the Senior Director for Strategic Planning and Community Initiatives (SPCI), the Office Coordinator provides professional and administrative support to the Director, Senior Director, the Program Manager for Early College Preparatory Programs, the Program Manager for Dual and Concurrent Enrollment Programs, and the Coordinator for the Math Success Initiative (MSI) Program for the efficient operations of the two clusters.

Coordinates office management tasks, supports administrative operations, and works closely with other departments. Assists with cluster programs, events, and office staff coordination including support for the data collection, implementation, and management of the Slate CRM and MSI database system. Serves as departmental contact to direct visitors, responds to emails, and supervises student workers. Manages website, creates correspondence, and produces departmental materials.

Essential Functions:

Office Management and Support:

- Create a welcoming office environment and serve as the initial point of contact for visitors and guests.

- Complete and forward standard NJIT forms including work orders, supply requisitions, travel expense vouchers, room reservations, media services, and food service requests.

- Ensure the general maintenance of office equipment is in operating condition, scheduling preventive maintenance and repairs.

- Participate in staff meetings, and prepare and distribute minutes.

Administrative Coordination:

- Handle phone and mail requests, serves as department backup to sort and distribute incoming and outgoing mail.

- Schedule and coordinate appointments, meetings, travel arrangements, and accommodations for staff.

- Assist with overseeing student office workers, including timekeeping and payroll processing via the university's Banner system.

- Create and maintain filing systems for personnel, purchases, correspondence, financial, and other operational/business area records.

- Support the coordination of personnel, business, and fiscal policies and procedures in consultation with administrative personnel in the Office of Human Resources, General Accounting Office, and the Grant and Contract Accounting Office.

- Assist with budgets, placing orders, and communication with vendors.

Program Support:

- Provide administrative support for various programs and activities, including event coordination, room reservations, media equipment setup reservations, signage, catering orders, and facilities coordination.

- Prepare and manage requisitions for program and office purchases through NJIT's Highlander eMerchant system.

- Assist with the preparation of correspondence, documentation materials, and reports using MS Office and similar applications.

Project Assistance:

- Support cluster projects, events, and prepare materials, as needed.

- Assist with the orientation, training, and assignment of student and temporary employees.

- Maintain confidentiality in all areas of program personnel and departmental operations.

Slate CRM (and Cluster Database) System:

- Support the data collection, implementation, and ongoing management of the Slate CRM (SPCI database) system, including data entry, report generation, and user support.

Additional Functions:

- Perform other duties as assigned to ensure efficient office and program operations.

- Assist in overseeing Saturday morning programs in both clusters, as scheduled (approximately 5 Saturdays per academic year).

Prerequisite Qualifications:

- Associate's Degree or Bachelor's Degree.

- Minimum of 3 years' experience in a comparable administrative position.

- Proficiency in Microsoft Office Suite, Google Drive Suite Products, and/or compatible applications.

- Strong oral and written communication, as well as problem-solving skills.

- At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position

Preferred Qualifications:

- One to two years' experience in an administrative assistant role, preferably in a higher education environment.

- Experience with financial databases and computerized accounting systems such as Banner.

- Ability to prioritize and manage multiple projects, work in teams, and adapt to change.

- Ability to communicate in Spanish.

Bargaining Unit:

PSA

Range/Band:

16

FLSA:

Exempt

Full-Time

Special Instructions to Applicants:

This position is critical in ensuring the integrity and smooth operation of programs sponsored by the Center for Pre-College Programs, directly impacting the success of early college preparatory, dual/concurrent enrollment programs, strategic planning, and community initiatives clusters.