Job Description
Title:
Office Coordinator
Department:
Pre-College Programs
Reports To:
Director, TRIO Programs
Position Type:
Staff
Position Summary:
Under the leadership of the Director of TRIO Programs, the Office Coordinator provides professional and administrative support to the Director and other members of the TRIO Cluster for the efficient operations of the cluster.
The Office Coordinator 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 TRIO Access database system. Serves as departmental contact to direct visitors, responds to emails, and supervises student workers. Manages website, creates correspondence, and produces departmental materials. Saturday hours and occasionally, early arrival and evening hours are required.
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 and serve 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 preparing correspondence, documentation materials, and reports using MS Office and similar applications.
Project Assistance:
- Support cluster projects and 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 as scheduled (approximately 13 Saturdays per academic year).
Prerequisite Qualifications:
- Associate’s Degree or Bachelor’s Degree.
- Minimum of 3 years of 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 of 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
Salary Information:
In compliance with the NJ Pay Transparency Law, the negotiated annual salary range for this position is $63,129.05-$83,738.94 (USD). NJIT considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. This pay range represents base pay only and excludes any additional items such as incentives, bonuses or other items.
To learn more about the comprehensive benefits NJIT offers for this position, please visit our benefits page:
FLSA:
Exempt
Full-Time
- New Jersey Institute of Technology (NJIT) is an Equal Employment Opportunity (EEO) employer committed to fostering a diverse, equitable, and inclusive environment across our teaching, research, and workplace communities. NJIT does not discriminate on the basis of race, color, national origin, sex, sexual orientation, gender identity or expression, disability, age, religion, ancestry, genetic information, military or veteran status, or any other characteristic protected by law. We strongly encourage applications from women, minorities, individuals with disabilities, and veterans, and are dedicated to ensuring access, equal opportunity, and reasonable accommodations for individuals with disabilities in all employment, programs, services, and activities.
- Employment at NJIT is subject to the provisions of New Jersey First Act which mandates new employees, who are not NJ residents, to establish primary residence in New Jersey within one year of their appointment to certain positions. The law does not apply to any individual employed at NJIT on a temporary or per semester basis as a visiting or adjunct professor, teacher, lecturer, researcher or administrator. For more information on the act please click here.
- If special accommodations are needed in applying for a position, please visit the Department of Human Resources located in Fenster Hall, Room 500, University Heights, Newark, NJ 07102 or call (973) 596-3140. If you have questions, please email the Human Resources Department at hr@njit.edu.
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Job Tags
Full time, Contract work, Temporary work, Work experience placement, Work at office, Day shift, Afternoon shift