New Jersey Institute of Technology
Administrative Assistant I
New Jersey Institute of Technology, Newark, New Jersey, us, 07175
Title:Administrative Assistant I
Department:School of Applied Engr & Tech
Reports To:The Department Chair
Position Type:Staff
Position Summary:The School of Applied Engineering and Technology (SAET)of the Newark College of Engineering at NJIT invites applications for anAdministrative Assistant position. Reporting to the Chairperson, theAdministrative Assistant is responsible for administrative tasks associatedwith SAET and the Concrete Industry Management (CIM) Program including, but notlimited to, financial record keeping, purchasing, travel arrangements, meetingsand helping to manage the school's various budgets. In addition to supportingthe Chair, the successful candidate will help assist the Assistant to the Chairand the Administrative Coordinator manage the school's day-to-day operations,while interacting with NJIT staff, faculty, and students.
At over 1100 students, the SAET has the largest undergraduate enrollment withinthe Newark College of Engineering. Formerly known as the Department ofEngineering Technology, it is well known for providing a balance of theory andhands-on education. The NJIT campus is located in Newark, which is the largestcity in New Jersey, and only 12 miles away from New York City. The state of NewJersey is home to a large number of industries, including several Fortune 100and 500 companies in the Medical Device and Pharmaceutical industries.
Essential Functions:1. Grant and Budget Management: This function provides afull array of account management and monitoring through the use of Banner.- Thesuccessful candidate will be responsible for all financial transactions withinthe SAET including all SAET programs and expense reports, and grant accounts ofthe research faculty.- In addition, the Administrative Assistant will also beresponsible for all departmental fiscal accounts, travel reimbursements,tuition and stipend disbursements, processing budget transfers, identifying andsolving problems related to budget accounts, e.g., shortages, planning needs,etc.- Other duties include using Banner INB to initiate purchase orders,obtaining quotes from vendors, obtaining approvals, making grant budgettransfers, developing custom forms, and billing to various companies forservices performed by the faculty, wire transfers, petty cash.2. Clerical/Ministerial Administration: This function provides assistance to theAssistant to the Chair and the Administrative Coordinator in purchasing andmonitoring equipment, computer software and lab supplies for the programswithin SAET.- Planning and coordinating student events, open houses conferencesand seminars, which includes database management and correspondence.- Developingand designing student recruitment materials.- Working with advisors and/or Chairon transfer credits.- Using Banner System to remove advisor holds and provideinformation as requested by students and faculty.- Scheduling travel andaccommodation arrangements of visitors, faculty recruiting and interviewactivities.
Additional Functions:- Develop sufficient knowledge of the organization'sactivities to anticipate issues and provide effective resolutions.- Assist withand track scholarships. Assist with all other administrative and financialissues. Perform other duties as assigned.
Prerequisite Qualifications:- Bachelor'sDegree. Minimum of three years' experience in related field.- Knowledge ofMicrosoft Office suite with proficiency in word processing, spreadsheet anddatabase and financial applications.- Must be detailed oriented and organizedwith ability to follow through on work assignments.- Atthe university's discretion, the education and experience prerequisites may beexempted where the candidate can demonstrate to the satisfaction of theuniversity, an equivalent combination of education and experience specificallypreparing the candidate for success in the position.
Preferred Qualifications:- Banner, Anthony Travel, eMerchant and Chrome River aplus.- Minimum of three to four years previous experience in a comparableadministrative position in higher education strongly preferred.
Bargaining Unit:PSA
Range/Band:20
FLSA:ExemptPart-Time
Department:School of Applied Engr & Tech
Reports To:The Department Chair
Position Type:Staff
Position Summary:The School of Applied Engineering and Technology (SAET)of the Newark College of Engineering at NJIT invites applications for anAdministrative Assistant position. Reporting to the Chairperson, theAdministrative Assistant is responsible for administrative tasks associatedwith SAET and the Concrete Industry Management (CIM) Program including, but notlimited to, financial record keeping, purchasing, travel arrangements, meetingsand helping to manage the school's various budgets. In addition to supportingthe Chair, the successful candidate will help assist the Assistant to the Chairand the Administrative Coordinator manage the school's day-to-day operations,while interacting with NJIT staff, faculty, and students.
At over 1100 students, the SAET has the largest undergraduate enrollment withinthe Newark College of Engineering. Formerly known as the Department ofEngineering Technology, it is well known for providing a balance of theory andhands-on education. The NJIT campus is located in Newark, which is the largestcity in New Jersey, and only 12 miles away from New York City. The state of NewJersey is home to a large number of industries, including several Fortune 100and 500 companies in the Medical Device and Pharmaceutical industries.
Essential Functions:1. Grant and Budget Management: This function provides afull array of account management and monitoring through the use of Banner.- Thesuccessful candidate will be responsible for all financial transactions withinthe SAET including all SAET programs and expense reports, and grant accounts ofthe research faculty.- In addition, the Administrative Assistant will also beresponsible for all departmental fiscal accounts, travel reimbursements,tuition and stipend disbursements, processing budget transfers, identifying andsolving problems related to budget accounts, e.g., shortages, planning needs,etc.- Other duties include using Banner INB to initiate purchase orders,obtaining quotes from vendors, obtaining approvals, making grant budgettransfers, developing custom forms, and billing to various companies forservices performed by the faculty, wire transfers, petty cash.2. Clerical/Ministerial Administration: This function provides assistance to theAssistant to the Chair and the Administrative Coordinator in purchasing andmonitoring equipment, computer software and lab supplies for the programswithin SAET.- Planning and coordinating student events, open houses conferencesand seminars, which includes database management and correspondence.- Developingand designing student recruitment materials.- Working with advisors and/or Chairon transfer credits.- Using Banner System to remove advisor holds and provideinformation as requested by students and faculty.- Scheduling travel andaccommodation arrangements of visitors, faculty recruiting and interviewactivities.
Additional Functions:- Develop sufficient knowledge of the organization'sactivities to anticipate issues and provide effective resolutions.- Assist withand track scholarships. Assist with all other administrative and financialissues. Perform other duties as assigned.
Prerequisite Qualifications:- Bachelor'sDegree. Minimum of three years' experience in related field.- Knowledge ofMicrosoft Office suite with proficiency in word processing, spreadsheet anddatabase and financial applications.- Must be detailed oriented and organizedwith ability to follow through on work assignments.- Atthe university's discretion, the education and experience prerequisites may beexempted where the candidate can demonstrate to the satisfaction of theuniversity, an equivalent combination of education and experience specificallypreparing the candidate for success in the position.
Preferred Qualifications:- Banner, Anthony Travel, eMerchant and Chrome River aplus.- Minimum of three to four years previous experience in a comparableadministrative position in higher education strongly preferred.
Bargaining Unit:PSA
Range/Band:20
FLSA:ExemptPart-Time