Administrative Assistant III

C001 New Jersey Institute of Technology; United States; On-site; USD 44,000 - 60,000; Full time

Job summary

NJIT seeks an Administrative Assistant III to support the NJ Gear UP/College Bound department. The role handles clerical tasks, scheduling, and coordination of travel, events, and payroll-related activities using the university Banner system.

The successful candidate will maintain filing systems, prepare budget reports, and ensure confidentiality across program personnel matters. Experience with university procurement processes is required.

Qualifications

• Minimum 3 years in a comparable administrative role.
• Proficient with MS Office and Google Drive products.
• Strong oral and written communication and problem-solving skills.

Responsibilities

• Acts as departmental point of contact and manages phone/mail requests.
• Schedules travel and accommodations following university policies.
• Greets visitors and provides information according to departmental policies.

Skills

MS Office Suite

Google Drive Suite

Oral and Written Communication

Education

Associate’s Degree

Tools

Banner system

Highlander eMerchant

Job description

Administrative Assistant III

Department: NJ Gear UP/College Bound

Reports To: Dir NJ Gear UP/College Bound

Position Summary

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.

Preferred Qualifications

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

FLSA: Non-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 [phone]. If you have questions, please email the Human Resources Department at [e-mail]. Information regarding NJIT campus security, personal safety, and fire safety including topics such as, disciplinary procedures, crime prevention, NJIT Police law enforcement authority, crime reporting policies, and crime statistics for the most recent three year period is available on the NJIT Department of Public Safety here. NJIT is an E-Verify employer and uses E-Verify to confirm work authorization of each new hire. When you work at New Jersey Institute of Technology (NJIT), you become part of a dynamic and innovative community dedicated to advancing education, research, and technological excellence. Recognized as New Jersey’s premier public polytechnic university, NJIT serves a diverse population of over 12,000 students across six colleges and schools, offering a forward-thinking academic environment in the heart of Newark, just minutes from New York City. At NJIT, we are committed to fostering a workplace culture rooted in inclusion, collaboration, and excellence. Employees are empowered to grow professionally, contribute to meaningful work, and support a mission that shapes the future of technology, education, and research. Learn more about what we offer here!