Assistant to Chair

New Jersey Institute of Technology; Nebraska; On-site; USD 66,000 - 122,000; Full time

Job summary

New Jersey Institute of Technology in Newark, NJ, invites applications for the role of Assistant to Chair in the Mathematical Sciences department. The position provides administrative support to the chair and department leadership, managing budgets and assisting with externally funded research budgets in coordination with central offices.

Key duties include handling daily financial operations, coordinating grant-related inquiries, and supporting faculty through promotion, tenure, and hiring

Qualifications

• Bachelor’s degree or equivalent required.
• Minimum of five years of experience in higher education administration or similar environment.
• Strong problem-solving, time management, and communication skills; familiarity with NJIT’s systems preferred.

Responsibilities

• Manages daily financial operations for the department under the direction of the chairperson and responsible for the creation and maintenance of accessible budgetary reports.
• Assists faculty members with grant management and spending, liaising with the appropriate offices to relay inquiries or facilitate requests on behalf of principal investigators.
• Identifies available sources of funding for doctoral students and initiates all award nominations on behalf of the Associate Chair of Graduate Studies and faculty advisors, acting as point of contact for doctoral students with questions or concerns related to their financial awards.
• Facilitates cycles of promotion, tenure, and annual assessment of faculty and University Lecturers in coordination with department leadership, often handling confidential materials and acting as point of contact for communications outside of NJIT
• Assists the Associate Chair of Graduate Studies by maintaining databases for doctoral student support, program progression, and admission history
• Assists search committees by liaising with HR, navigating NJIT's online HCM applications, and soliciting, collecting, and maintaining application materials such as letters of recommendation throughout the hiring process
• Coordinates special department activities, including the annual math conference, workshops, and other similar functions including preparing materials as needed for these activities (webpages, books of abstracts, conference proceedings, etc.)
• Provides standard administrative assistance to the chair, carrying out duties such as scheduling, communications, and plotting departmental business in coordination with office staff to meet both academic and fiscal deadlines
• Provides oversight of the web pages of the department.
• Assists with the publication of the annual report of the Center for Applied Mathematics and Statistics.

Skills

Google Workspace

Microsoft Office Suite

Interpersonal communication

Time management

Problem-solving

Written and verbal communication

Education

Bachelor’s degree or equivalent

Tools

Workday

Job description

Title

Assistant to Chair

Department

Mathematical Sciences

Reports To

Chair

Position Summary

Reports directly to the Chairperson. Manages the department’s operating budget, oversees its discretionary spending, and supports faculty with externally sponsored research budgets in collaboration with NJIT’s central offices. Provides dedicated administrative assistance to the chair, department leadership, and faculty in annual meetings, assessments, and overlapping cycles of promotion, tenure, and hiring. Supports fellow staff members in the office with a focus on sustaining a dynamic work environment.

Essential Functions

• Manages daily financial operations for the department under the direction of the chairperson and responsible for the creation and maintenance of accessible budgetary reports
• Assists faculty members with grant management and spending, liaising with the appropriate offices to relay inquiries or facilitate requests on behalf of principal investigators
• Identifies available sources of funding for doctoral students and initiates all award nominations on behalf of the Associate Chair of Graduate Studies and faculty advisors, acting as point of contact for doctoral students with questions or concerns related to their financial awards
• Facilitates cycles of promotion, tenure, and annual assessment of faculty and University Lecturers in coordination with department leadership, often handling confidential materials and acting as point of contact for communications outside of NJIT
• Assists the Associate Chair of Graduate Studies by maintaining databases for doctoral student support, program progression, and admission history
• Assists search committees by liaising with HR, navigating NJIT's online HCM applications, and soliciting, collecting, and maintaining application materials such as letters of recommendation throughout the hiring process
• Coordinates special department activities, including the annual math conference, workshops, and other similar functions including preparing materials as needed for these activities (webpages, books of abstracts, conference proceedings, etc.)
• Provides standard administrative assistance to the chair, carrying out duties such as scheduling, communications, and plotting departmental business in coordination with office staff to meet both academic and fiscal deadlines
• Provides oversight of the web pages of the department.
• Assists with the publication of the annual report of the Center for Applied Mathematics and Statistics.

Pre-Requisite Qualifications

• Education: A bachelor’s degree or equivalent required.
• Experience: A minimum of five years of experience in higher education administration or similar work environment.
• Knowledge: Demonstrated problem-solving and time management skills. Advanced proficiency in Google Workspace, Microsoft Office Suite, and interpersonal communication, both verbally and in writing. Knowledge of NJIT’s Workday system is highly desirable.

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 -24

Compensation

$65,522.00 - $122,474.00

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

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].

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