Administrative Coordinator

New Jersey Institute of Technology; Newark (NJ); On-site; USD 61,000 - 101,000; Full time

Job summary

A leading university seeks an Administrative Coordinator to provide administrative support to both the New Jersey School of Architecture and the School of Art and Design. This critical role involves managing tasks for multiple stakeholders, supporting academic activities, and ensuring efficient operation within the departments. The ideal candidate will possess strong organizational skills, communication abilities, and experience in an academic or professional environment.

Qualifications

• Bachelor's degree required.
• 2-4 years of administrative experience in an academic environment.
• Strong computer skills and proficiency with office productivity tools.

Responsibilities

• Assists with course planning and scheduling.
• Supports hiring and onboarding of adjunct instructors.
• Provides administrative support for departmental and college-wide events.

Skills

Organizational skills

Communication skills

Interpersonal skills

Education

Bachelor’s degree

Tools

Office productivity tools

Job description

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Position Summary:

The Administrative Coordinator provides comprehensive administrative support to the Chairs of both the New Jersey School of Architecture (NJSOA) and the School of Art and Design (SoAD), the two academic units within the Hillier College of Architecture and Design (HCAD). Under the direction of the Director of Academic Affairs and both Chairs, the Administrative Coordinator supports the daily operations and academic activities of each department. This role requiresstrong organizational skillsand the abilityto manage tasks for multiple stakeholders. The Administrative Coordinator collaborates closely with the HCAD leadership team and acts as a liaison with departments and offices across NJIT.

Title:

Administrative Coordinator

Department:

Office of the Dean - HCAD

Reports To:

Director of Academic Affairs

Position Type:

Staff

Position Summary:

The Administrative Coordinator provides comprehensive administrative support to the Chairs of both the New Jersey School of Architecture (NJSOA) and the School of Art and Design (SoAD), the two academic units within the Hillier College of Architecture and Design (HCAD). Under the direction of the Director of Academic Affairs and both Chairs, the Administrative Coordinator supports the daily operations and academic activities of each department. This role requiresstrong organizational skillsand the abilityto manage tasks for multiple stakeholders. The Administrative Coordinator collaborates closely with the HCAD leadership team and acts as a liaison with departments and offices across NJIT.

Essential Functions:

Academic Program Support:

• Assists with course planning and scheduling in coordination with the Office of the Registrar, adapting to evolving faculty, student, and departmental needs.
• Provides guidance to incoming and continuing students regarding departmental, college, and university processes.
• Prepares documentation for curricular changes and support implementation.
• Works with program and studio coordinators in collaboration with the department chairs in connection on all aspects of academic planning.
• Supports student retention, graduation initiatives, and review of transfer credits in collaboration with college advisors.
• Coordinates processes for certifying undergraduate students for graduation in collaboration with the Chairs and Director for Academic Affairs.
• Assists with review and processing of incoming student portfolios and scholarship applications.
• Maintains updated records of instructors and students and manages communications within each department.
• Develops and updates promotional and recruitment materials (e.g., brochures, presentations).
• Serves as a liaison to NJIT departments and student organizations within NJSOA and SoAD.
  
  

Faculty Support:

• Supports the hiring and onboarding of adjunct instructors, including contract preparation and system access coordination.
• Interfaces with all instructional staff regarding academic and administrative processes including, but not limited to midterm evaluations, final grades, grade appeals, academic integrity issues, professional development and travel funding.
• Organizes and coordinates logistics for faculty and committee meetings, including agenda creation and minute-taking.
• Assists with annual reviews, promotion and tenure processes, and sabbatical coordination in alignment with the Offices of the HCAD Dean and the Provost.
• Coordinates faculty searches including travel, meals, and interview logistics.
• Maintains records of faculty teaching assignments, teaching releases, and service roles.
• Supports departmental financial operations in coordination with the Director of Enrollment, Revenue, and Administration by preparing budget projections, tracking expenditures, ensuring compliance with NJIT policies, facilitating purchasing and reimbursement processes, and processing personnel-related actions.
  
  

Accreditation and Assessment Support:

• Facilitates preparation and submission of materials for accreditation reviews and assessments–on a semester-by-semester basis and in multi-year cycles.
• Collects and organizes syllabi, student work, and assessment data.
• Supports logistics and documentation for in-person accreditation visits and external rankings
  
  

Event and College Engagement:

• Provides administrative support for departmental and college-wide events, including receptions, award ceremonies, open houses, the annual Design Showcase, and commencement activities.
• Participates in evening and weekend events as required.
• Serves on university committees as designated by the Chairs.
• Fulfills other duties as assigned by the Chairs in consultation with the Director of Academic Affairs or college leadership.
  
  

Prerequisite Qualifications:

• Bachelor’s degree.
• 2-4 years of administrative experience in an academic or comparable professional environment.
• Strong computer skills and proficiency with office productivity tools.
• Excellent written and verbal communication skills.
• Strong initiative, adaptability, and interpersonal skills.
• Ability to work effectively under pressure and with a diverse community of faculty, students, and staff.
• 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.
  
  

Bargaining Unit:

PSA

Range/Band:

20

Salary Information:

In compliance with the NJ Pay Transparency Law, the negotiated annual salary range for this position is $61,880-$100,781 (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

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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