Administrative Assistant II

New Jersey Institute of Technology; United States; On-site; USD 44,000 - 60,000; Full time

Job summary

New Jersey Institute of Technology in Newark, NJ is seeking an Administrative Assistant II to support The Learning Center under the Director’s supervision. The role handles reception, prepares academic and budget reports for NCAA/America East, liaises with departments, and ensures smooth operation of the center.

The ideal candidate has strong organizational, communication, and customer service skills, with experience in Banner finance, Navigate and ARMS software, and the ability to supervise

Qualifications

• Bachelor's Degree required.
• Three to Five years of related experience as administrative assistant.
• Excellent organizational, communication, writing and telephone skills.
• Ability to work independently, exercise discretion, and assume responsibility.
• Experience with Banner finance and student services, Navigate and ARMS software.

Responsibilities

• Answering phones, sorting and distributing mail, faxing, copying, and calendar management.
• Drafting correspondence and proposals, ensuring approvals and timely submissions.
• Maintaining filing system and retrieval for employees and students.
• Developing procedures for efficient operation of TLC reception area; train Office Assistants.
• Supervising tutors, office assistants and GAs during the academic year and summer sessions.

Skills

Customer service

Communication

Organization

Professionalism

Teamwork

Education

Bachelor's Degree

Tools

Banner finance

Navigate

ARMS software

Job description

Title:

Administrative Assistant II

Reports To:

Dir University Learning Center

Position Summary:

Under the direction and supervision of the Director, the Administrative Assistant serves as the key administrative support to The Learning Center, including handling reception area, administrative support duties, preparing reports and updates for the budget and academic reports for the NCAA/America East Conference. Provides administrative support services for designated department, including faculty, staff, students, and parents, ensuring efficient operation of assigned department. Serves as liaison between department and campus entities, assists in daily operations, provides programmatic and project management services, and delivers customer service. Attends meetings and disseminates information as necessary, demonstrating knowledge and understanding of departmental and university policies and procedures.

Essential Functions:

• Customer Focus: Focuses one’s efforts on identifying and meeting internal and external customer’s needs in a manner that provides satisfaction for the customer, within the parameters of the position and the available resources, cognizant of departmental and /or university policy and authorized practices.

• Teamwork/Team Orientation: Willingly cooperates and works collaboratively toward solutions which generally benefit all involved parties; works cooperatively with others to accomplish departmental and university objectives.

• Communication: Demonstrates the ability to clearly express ideas, thoughts, and concepts verbally and/or in writing, as appropriate to the position and task at hand.

• Professionalism: Conducts oneself at all times in an ambassadorial, committed and personable manner demonstrating respect for the position, fellow colleagues, departmental integrity and the university’s best interests.

• Primary Administrative and Customer Service Support: This function provides a full array of administrative services to a full service administrative/academic operation. By way of illustration and not limitation, this function includes:

• Answering phones, sorting and distributing mail, faxing, copying, initiating and following up on personnel requisition forms, and personal action forms, including paperwork for renewal of employment, assisting with filling out forms, uploading or downloading information onto the Department’s website, including, but not limited to, maintaining a calendar to remind staff of important dates on academic calendar, and scheduling travel and accommodation arrangements for visitors to NJIT, as well as reserving seminar rooms, ordering refreshments and special A/V equipment, and arranging parking.

• Drafting correspondence, including but not limited to composing, 1st drafts correspondence to other institutions, typing proposals, ensuring that the proposals are submitted according to guidelines, keeping track of submissions, and proofreading proposals and other correspondence to ensure documents are free from grammatical errors.

• Establishing and maintaining a filing system and retrieval program for all documents related to employees and students.

• In conjunction with the Director, develops procedures and policies for the efficient and effective operation of the TLC Programs reception area; Train Office Assistants on an ongoing basis; Assist in supervising tutors, office assistants and GAs during the academic year and summer sessions; Directly supervise the OAs during the academic year and in the summer.

• Assists with administration of routine/non-routine details of the department such as greeting visitors and providing high level customer service.

• Serves as liaison for designated department(s) and communicates with other departments on campus to carry out assigned processes and functions, including program development, coordination, and implementation.

• Grant and Budget Management: This function provides a full array of account management and monitoring through the use of Banner. By way of illustration and not limitation, it includes:

  • Monitoring the status of the budgets that are maintained by the Department. In this regard, the incumbent is responsible for assisting in the preparation of budget, cover sheets, updating budget spreadsheets to show which accounts are being used and which accounts are not being used, making sure that the balances do not go too low or are not too high in the different accounts, and preparing a monthly spreadsheet to summarize the status of all of the accounts.
  • Assisting with the completion of the annual and/or final reports for each account. In furtherance of this task the incumbent is responsible for providing an analysis of what the budget for each account has been used for, which requires the incumbent to keep, by way of illustration only, an ongoing inventory of all equipment, and record of which account purchases/expenses were charged against.

• NCAA Academic Support: This function provides a full array of support to the Academic Advisors for Student-Athletes and the Eligibility Certification Officer:

  • Knowledge of the Navigate academic support system. Including, but not limited to, the ability to import and export data, process and distribute the progress reports, edit and maintain user databases.
  • Evaluation of student-athlete schedules to determine compliance with NCAA rules.
  • Ability to enter student-athlete academic data into progress towards degree spreadsheets.
  • Maintain Eligibility Certification Letter file.
  • Assist with student-athlete priority registration and scheduling each term to ensure compliance with NCAA rules.
  • Assist with the management of the academic side of CAi (NCAA database).
  • Compile data for mid year and annual NCAA and Conference reports (GSR, APR, All-Academic teams,) and assist with submission.
  • Ability to use Arms software for document collection and distribution with the coaches (missed class paperwork).
  • Coordination of injury notifications in conjunction with the Dean of Students office.
  • Coordination of incoming student-athlete reports with the athletic department.
  • Coding of student-athletes in Banner system.
  • Assist with adding and removing holds on student-athlete accounts when appropriate.

• General TLC Operations

  • Assist the TLC student-athlete advisors with scheduling of appointments, monitoring study hall hours, the maintenance of student files and registration duties.
  • Study Hall - Oversees the study hall of the various cohorts mandated to study in the Center (Student- Athletes, EOP, and Greek Life). Responsible for maintaining the database and submitting weekly reports to the appropriate offices overseeing the cohorts.

Pre-Requisite Qualifications:

• Bachelor's Degree.
• Three to Five years of related experience as administrative assistant and knowledge of NCAA academic policies and procedures.
• Must have excellent organizational, communication, writing and telephone skills.
• Must be able to work independently, exercise discretion, and assume responsibility.
• Experience with Banner finance and student services, Navigate and ARMS software.

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:

Office & Professional Employee International Union (OPEIU)

Range:

OPEIU -18

Compensation:

$43,979.00 - $60,029.33

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.

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.

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 [phone]. If you have questions, please email the Human Resources Department at [e-mail].

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NJIT is an E-Verify employer and uses E-Verify to confirm work authorization of each new hire.

FLSA:

Non-Exempt

Time Type:

Full time

Pay Rate:

Salary