Office Coordinator

C001 New Jersey Institute of Technology; Campbell Hall (NY); On-site; USD 63,000 - 89,000; Full time

Job summary

New Jersey Institute of Technology's TRIO Programs seeks an Office Coordinator to provide professional and administrative support to the Director and TRIO staff in Campbell Hall. The role requires coordinating office operations, assisting with events, data collection, and management of the Slate CRM and TRIO Access database.

The position requires an Associate's or Bachelor's degree and at least 3 years of related experience, proficiency in MS Office and Google Drive, and strong communication

Qualifications

• Associate's or Bachelor's degree required.
• Minimum 3 years of experience in a comparable administrative position.
• Proficiency in Microsoft Office Suite, Google Drive Suite, and/or compatible applications.
• Strong oral and written communication, as well as problem-solving skills.

Responsibilities

• Create a welcoming office environment and serve as the initial point of contact for visitors and guests.
• Handle standard NJIT forms, including work orders, supply requisitions, travel expense vouchers, room reservations, media services, and food service requests.
• Maintain office equipment and schedule preventive maintenance and repairs.
• Attend staff meetings and prepare and distribute minutes.
• Schedule and coordinate appointments, meetings, travel arrangements, and staff accommodations.
• Oversee student office workers, including timekeeping and payroll processing.
• Maintain filing systems for personnel, purchases, correspondence, and records.
• Support budgets, ordering, and vendor communications.
• Coordinate program activities, events, room reservations, and catering orders.
• Prepare requisitions and documentation for reports using MS Office.
• Assist orientation, training, and assignment of student and temporary employees.
• Maintain confidentiality in all operations.

Skills

MS Office

Google Drive

Communication skills

Education

Associate's Degree

Bachelor's Degree

Tools

Slate CRM

TRIO Access database

Job description

Title: Office Coordinator

Department: TRIO Programs

Reports To: Director TRIO Programs

Position Summary:

Under the leadership of the Director of TRIO Programs, the Office Coordinator provides professional and administrative support to the Director and other members of the TRIO Cluster for the efficient operations of the cluster.

The Office Coordinator coordinates office management tasks, supports administrative operations, and works closely with other departments. Assists with cluster programs, events, and office staff coordination, including support for the data collection, implementation, and management of the Slate CRM and TRIO Access database system. Serves as departmental contact to direct visitors, responds to emails, and supervises student workers. Manages website, creates correspondence, and produces departmental materials. Saturday hours and occasionally, early arrival and evening hours are required.

Essential Functions:

Office Management and Support:

• Create a welcoming office environment and serve as the initial point of contact for visitors and guests.
• Complete and forward standard NJIT forms, including work orders, supply requisitions, travel expense vouchers, room reservations, media services, and food service requests.
• Ensure the general maintenance of office equipment is in operating condition, scheduling preventive maintenance and repairs.
• Participate in staff meetings and prepare and distribute minutes.

Administrative Coordination:

• Handle phone and mail requests and serve as department backup to sort and distribute incoming and outgoing mail.
• Schedule and coordinate appointments, meetings, travel arrangements, and accommodations for staff.
• Assist with overseeing student office workers, including timekeeping and payroll processing.
• Create and maintain filing systems for personnel, purchases, correspondence, financial, and other operational/business area records.
• Support the coordination of personnel, business, and fiscal policies and procedures in consultation with administrative personnel in the Office of Human Resources, General Accounting Office, and the Grant and Contract Accounting Office.
• Assist with budgets, placing orders, and communication with vendors.

Program Support:

• Provide administrative support for various programs and activities, including event coordination, room reservations, media equipment setup reservations, signage, catering orders, and facilities coordination.
• Prepare and manage requisitions for program and office purchases.
• Assist with preparing correspondence, documentation materials, and reports using MS Office and similar applications.

Project Assistance:

• Support cluster projects and events, and prepare materials, as needed.
• Assist with the orientation, training, and assignment of student and temporary employees.
• Maintain confidentiality in all areas of program personnel and departmental operations.

Slate CRM (and Cluster Database) System:

• Support the data collection, implementation, and ongoing management of the Slate CRM (SPCI database) system, including data entry, report generation, and user support.

Additional Functions:

• Perform other duties as assigned to ensure efficient office and program operations.
• Assist in overseeing Saturday morning programs as scheduled (approximately 13 Saturdays per academic year).

Prerequisite Qualifications:

• Associate's Degree or Bachelor's Degree.
• Minimum of 3 years of experience in a comparable administrative position.
• Proficiency in Microsoft Office Suite, Google Drive Suite Products, and/or compatible applications.
• Strong oral and written communication, as well as problem-solving skills..

Preferred Qualifications

• One to two years of experience in an administrative assistant role, preferably in a higher education environment.
• Experience with financial databases and computerized accounting systems.
• Ability to prioritize and manage multiple projects, work in teams, and adapt to change.
• Ability to communicate in Spanish.

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 -16

Compensation: $63,117.60 - $88,823.64

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 i