Office Coordinator

C001 New Jersey Institute of Technology; United States; On-site; USD 63,000 - 89,000; Full time

Job summary

The Office Coordinator position at New Jersey Institute of Technology supports the Director of TRIO Programs with administrative tasks, office management, and coordination of data collection using Slate CRM and the TRIO Access database. The role serves as the department contact for visitors and handles correspondence and materials for the TRIO cluster.

The coordinator will supervise student workers, assist with budgets and vendor communications, and help organize programs and events.

Qualifications

• Minimum 3 years of experience in a comparable administrative position.
• Proficiency in Microsoft Office Suite and Google Drive.
• Strong oral and written communication and problem-solving skills.
• Ability to manage multiple tasks in a university environment.

Responsibilities

• Serve as initial point of contact for visitors and handle office tasks.
• Schedule appointments, travel, and accommodations for staff.
• Supervise student workers and manage payroll timekeeping.
• Support programs with events, room reservations, and materials.
• Maintain Slate CRM and cluster database data entry and reporting.

Skills

Microsoft Office

Google Drive

Communication

Problem solving

Office coordination

Education

Associate’s Degree or 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

Salary: $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 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. 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!