Administrative Assistant III

New World Medical, Inc.; Newark, Northern (NJ, KY); Hybrid; USD 40,000 - 55,000; Full time

Job summary

New Jersey Institute of Technology in Newark is seeking an Administrative Assistant III to support the Consortium for Pre-College Education. You will handle administrative tasks, coordinate travel, process payroll for student workers, and maintain organized records.

The role requires a minimum of 3 years in an administrative position, proficiency with MS Office and Google Drive, and strong communication skills.

Qualifications

• Proficiency in MS Office Suite and Google Drive products.
• Strong oral and written communication and problem solving skills.
• Education/experience prerequisites may be substituted with equivalent qualifications.

Responsibilities

• Serve as departmental point of contact; coordinate phone/mail requests.
• Greet visitors and provide information per department policies.
• Schedule appointments and meetings; arrange accommodations.
• Oversee student workers and payroll processing via Banner system.
• Maintain filing systems for personnel and purchases.

Skills

MS Office

Google Drive

Email

Oral & Written Communication

Education

Associate's Degree

Tools

Banner system

Job description

Title: Administrative Assistant III

Department: NJ GEARUP / College Bound / UBELLs

Reports To: Director of the Consortium for Pre-College Education in Greater Newark/NJ GEAR UP/NJ College Boun

Position Type: Staff

Under the leadership of Director of the Consortium for Pre-College Program Education in Greater Newark/NJ GEAR UP/NJ College Bound, the Program Administrative Assist is responsible for administrative matters related to the efficient and effective operation of the Consortium. This position requires an individual to constantly learn and administer all university policies and procures for processing.

Essential Functions:

• Serves as departmental point of contact; coordinates phone and mail requests for department. Schedules travel and accommodation requirements for department utilizing and adhering to all universities polices through use of Anthony Travel or other university procures and practices as directed.
• Greets and provides information and assistance to office visitors by providing exceptional service /support in accordance with departmental policies and procedures.
• Schedules and coordinates all appointments, meetings, etc. that includes accommodations, including initial and follow-up contact as requested by professional staff.
• Assists with overseeing student office workers and coordinates timekeeping and payroll processing for all part-time staff through university’s Banner system.
• Creates and maintains filing system for personnel and purchases correspondence and other areas to support efficient and effective program operation.
• Handles administrative support aspects of standard and special events such as weekday and Saturday campus activities, field trips, college tours, etc. Responsibilities include, but are not limited to reserving rooms (Live25), media equipment (Media Technology Support Services’ online system); processing food orders through university’s Gourmet Dining Services system, working with Facilities division for furniture set ups; and assisting with preparing budget reports.
• Coordinates and follows up on all requisitions for program and office purchases through NJIT’s Highlander eMerchant system.
• Assist in preparing all correspondence materials such as emails, flyers, notices, applications, surveys, forms, etc. from drafts to final versions using MS office products and or similar applications for word processing, spreadsheet, and desktop publishing printed and/or online versions.
• Maintains confidentiality in all areas of program personnel and program matters.

Additional Functions:

• Assists with the orientation, training, and assignment of student employees.
• Provide minutes from meetings.
• Perform duties outside of NJIT business hours such as early morning, evening, and/or Saturday program support.
• Performs other duties as required.
• Coordinates and serves as liaison with other departmental units in maintaining program and departmental services such as supplies, maintenance, repairs, mail, publicity, community outreach, etc.

Prerequisite Qualifications:

• Minimum of 3 years previous experience in a comparable administrative position.
• Must be proficient in personal computing using electronic mail, Microsoft Office Suite applications, Google Drive Suite Products, and/or compatible applications or services.
• Must possess strong oral and written communication and problem solving skills.
• At the university’s discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specially preparing the candidate for success in the position.

Preferred Qualifications:

• Associate’s Degree.
• One to two years’ experience preferably in a higher education environment.

Bargaining Unit:

OPEIU

Range/Band:

16

Salary Information:

In compliance with the NJ Pay Transparency Law, the negotiated annual salary range for this position is $40,255.00-$54,840.00 (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: https://hr.njit.edu/health-benefits.

FLSA:

Exempt
Full-Time