• Office Coordinator

    New Jersey Institute of Technology (Newark, NJ)


    Title:

    Office Coordinator

    Department:

    Pre-College Programs

    Reports To:

    Senior Director of Strategic Planning and Community Initiatives

    Position Type:

    Staff

    Position Summary:

    The Office Coordinator will coordinate office management tasks, support administrative operations while collaborating with other departments. This position will assist with cluster programs, events, and office staff coordination including support for data collection, implementation, and management of the slate CRM, Salesforce, and MSI database system. Under the leadership of the Senior Director for Strategic Planning and Community Initiatives (SPCI), the Office Coordinator will provide professional and administrative support to Program Operations, Early College Preparatory Programs, Dual and Concurrent Enrollment Programs, and Math Success Initiative (MSI) Program for the efficient operations of the two clusters.

    Essential Functions:

    Office Management and Support:

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

     

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

     

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

     

    -Participates in staff meetings, prepares and distributes minutes.

    Administrative Coordination:

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

     

    -Schedules and coordinates appointments, meetings, travel arrangements, and accommodations for staff.

     

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

     

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

     

    -Supports 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.

     

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

     

    -Manages website, creates correspondence, and produces departmental materials.

     

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

    Program Support:

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

     

    -Prepares and manages requisitions for program and office purchases through NJIT’s Highlander eMerchant system.

     

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

    Project Assistance:

    -Supports cluster projects, events, and prepares materials, as needed.

     

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

     

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

    Slate CRM (and Cluster Database) System:

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

     

    -Any additional responsibilities as required by management.

    Prerequisite Qualifications:

    -An associate degree in related field. Bachelor’s degree preferred.

     

    -2 - 4 years’ experience in a comparable administrative position. Higher education experience preferred.

     

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

     

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

     

    -Customer Focus/Service Orientation: Identify and meet the needs of internal and external customers, ensuring high satisfaction levels.

     

    -Quality Assurance/Attention to Detail: Accurately check processes and tasks, ensuring timely follow-up and completion.

     

    -Results Orientation/Project Management: Achieve desired outcomes by setting goals and priorities, maximizing resource use.

     

    -Teamwork/Collaboration: Work cooperatively with others, contributing to team success and organizational goals.

     

    -Professionalism: Maintain a respectful and committed demeanor, representing the university's best interests.

     

    -Verbal and Written Communication: Effectively express ideas in various settings, adjusting to the audience's needs.

     

    -Flexibility/Adaptability: Adjust behavior and approach in response to changing environments and diverse individuals/groups.

     

    -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:

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

     

    -Ability to communicate in Spanish.

    Bargaining Unit:

    PSA

    Range/Band:

    16

    FLSA:

    Exempt

     

    Full-Time