Office Coordinator

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Title:
Office Coordinator
Reports To:
Senior Director of Strategic Planning and Community Initiatives
Position Summary:
The Office Coordinator will coordinate office management tasks and 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 Banner, Slate CRM, Salesforce, Workday, and MSI database system. 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 will provide professional and administrative support to Early College Preparatory Programs, Dual and Concurrent Enrollment Programs, the Math Success Initiative (MSI) Program, and community initiatives 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 forwards 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.
• Creates a welcoming office environment and serves as the initial point of contact for visitors and guests.

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 Workday 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, Budget, and the Grant and Contract Accounting Office.
• Assists with budgets, placing orders, and communication with vendors.
• Manages the 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 and Workday systems.
• Assists with the preparation of correspondence, documentation materials, and reports using MS Office and similar applications.
• Assists in supporting the daily logistics of the MSI program and implementation of other program activities across the two clusters.

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.

Pre-Requisite Qualifications:

• An associate degree in a 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.

Preferred Qualifications:

• Experience with financial databases, computerized accounting, and other office support systems such as Banner and Workday.
• Ability to communicate in Spanish

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.
Union:
Professional Staff Association (PSA)
Range:
Professional Staff -16
Compensation:
$63,117.60 - $88,823.64
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: https://hr.njit.edu/health-benefits.
FLSA:
Exempt
Time Type:
Full time
Pay Rate:
Salary
Additional Information:
As an EEO employer NJIT is committed to building a diverse and inclusive teaching, research, and working environment and strongly encourages applications from individuals with disabilities, minorities, veterans, and women.
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, 5th Floor, University Heights, Newark, NJ 07102 or call (973) 596-3140. If you have questions, please email the Human Resources Department at [email hidden].
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