Administrative Assistant I - Newark, United States - New Jersey Institute of Technology

Description

Title:

Administrative Assistant I


Department:

Electrical and Computer Engineering


Reports To:

Professor and Chair, Electrical and Computer Engineering


Position Type:

Staff


Position Summary:

Under the direction of the Director of the
Center for Wireless Information Processing (CWiP), the Administrative Assistant
is responsible for the administration of the Center and all matters related to
the Center and its associated faculty.


Essential Functions:

Administrative


Activities:
This
function finds its incumbent providing a full array of administrative
services related to the operation of the Center for Wireless Communications
and Signal Processing Research. By way of illustration and not limitation,


this function:

• Acts

as principal assistant to the Director and other faculty associated with the
Center on all administrative matters pertaining to the Center and associated
research projects.

• Acts

as the liaison between the Center, the department and various NJIT
departments.

• Coordinates, collects, compiles and analyzes data.
• Prepares reports providing

conclusions and recommendations.

• Makes

recommendations regarding equipment and use of space.

• Responsible for making

sure the students are placed in workstations in the Center and that they have
the necessary tools to complete their research.

• Coordinates and participates, when required, in special center functions such

as Research Day, symposiums and seminars.

• Helps advertise such events.
• Coordinate weekly student led research presentations.
• Order lunch and ensure

timely delivery.

• Maintains inventory required for the operation of the center.
• Manages all

center records and files.

• Maintains the Center website.

Financial
Management

Activities:
This
function finds its incumbent providing a full array of services related to
the financial operation of the Center. By way of illustration and not
limitation,

this function:

• Assists in the administration and monitoring of all research and program

budgets, including personnel and student assistants.

• Identifies financial

reporting errors and consults with appropriate departments to correct errors.

• Responsible for processing and recording of purchase orders, travel

reimbursements, budget transfers, etc.

• Uses Banner System to monitor

expenditures.

• Assists in the preparation of research proposals and budgets for federal and state

agencies and industry.

• Responsible for compiling and submitting progress and

annual reports.

• Compiles, organizes, produces and distributes the Center's annual report.

Students
and Faculty Administration

Activities:
This
function finds its incumbent providing a full array of administrative
services related to students and faculty. By way of illustration and not
limitation,

this function:

• Assists faculty of the Center in their duties as advisors of PhD and MS

students.

• Helps to coordinate application handling of students who are being

recruited.

• Assists students of the Center with registration activities, support and

other paperwork associated with maintaining status.


Additional Functions:

Performs other duties as assigned.


Prerequisite Qualifications:

- Bachelor's degree required is required.

• Must be able to communicate effectively in English.
• Must have three

years administrative experience in an institute of higher education.

• Proficiency with Microsoft Office Suite; ability to relate well to a

culturally and ideologically diverse group of faculty, staff, and students.

• Ability to maintain professionalism under pressure; good organizational

skills and sense of follow-through.

• 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


FLSA:

Non-Exempt


Additional Information:

This position is 20 hours per week. The schedule is Monday - Thursday from 9am-2:15pm.
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