New Jersey Institute of Technology
Office Coordinator, Early College Preparatory Programs (ECPP)
New Jersey Institute of Technology, Newark, New Jersey, us, 07175
Title:Office Coordinator, Early College Preparatory Programs (ECPP)
Department:
Pre-College Programs
Reports To:
Director for Program Operations and Outreach
Position Type:
Staff
Position Summary:
Under the leadership of the Director for Program Operations and Outreach, the Administrative Specialist provides comprehensive support to the Director, the Assistant Director, Program Manager for Early College Preparatory Programs, and the Program Manager for Dual and Concurrent Enrollment Programs. This role is also instrumental in supporting the implementation and management of the Slate CRM system. 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, and food service requests.- Maintain office equipment in operating condition, scheduling preventive maintenance and repairs.- Participate in staff meetings, logging and distributing minutes.
Administrative Coordination:- Handle phone and mail requests, 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, and other areas.
Program Support:- Provide administrative support for various programs and activities, including event coordination, room reservations, media equipment setup, 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, materials, and reports using MS Office and similar applications.
Project Assistance:- Support cluster projects and events, preparing materials as needed.- Assist with the orientation, training, and assignment of student employees.- Maintain confidentiality in all areas of program personnel and departmental operations.
Slate CRM System:- Support data collection and the implementation and ongoing management of the Slate CRM 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 the Saturday Morning STEM program 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.
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:
ExemptFull-Time#J-18808-Ljbffr
Department:
Pre-College Programs
Reports To:
Director for Program Operations and Outreach
Position Type:
Staff
Position Summary:
Under the leadership of the Director for Program Operations and Outreach, the Administrative Specialist provides comprehensive support to the Director, the Assistant Director, Program Manager for Early College Preparatory Programs, and the Program Manager for Dual and Concurrent Enrollment Programs. This role is also instrumental in supporting the implementation and management of the Slate CRM system. 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, and food service requests.- Maintain office equipment in operating condition, scheduling preventive maintenance and repairs.- Participate in staff meetings, logging and distributing minutes.
Administrative Coordination:- Handle phone and mail requests, 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, and other areas.
Program Support:- Provide administrative support for various programs and activities, including event coordination, room reservations, media equipment setup, 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, materials, and reports using MS Office and similar applications.
Project Assistance:- Support cluster projects and events, preparing materials as needed.- Assist with the orientation, training, and assignment of student employees.- Maintain confidentiality in all areas of program personnel and departmental operations.
Slate CRM System:- Support data collection and the implementation and ongoing management of the Slate CRM 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 the Saturday Morning STEM program 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.
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:
ExemptFull-Time#J-18808-Ljbffr