Executive Assistant to Chair — Budget & Grants

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

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