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

Description

Title:

Administrative Assistant I


Department:

School of Applied Engr & Tech


Reports To:

The Department Chair


Position Type:

Staff


Position Summary:

The School of Applied Engineering and Technology (SAET)
of the Newark College of Engineering at NJIT invites applications for an
Administrative Assistant position. Reporting to the Chairperson, the
Administrative Assistant is responsible for administrative tasks associated
with SAET and the Concrete Industry Management (CIM) Program including, but not
limited to, financial record keeping, purchasing, travel arrangements, meetings
and helping to manage the school's various budgets. In addition to supporting
the Chair, the successful candidate will help assist the Assistant to the Chair
and the Administrative Coordinator manage the school's day-to-day operations,
while interacting with NJIT staff, faculty, and students.

At over 1100 students, the SAET has the largest undergraduate enrollment within
the Newark College of Engineering. Formerly known as the Department of
Engineering Technology, it is well known for providing a balance of theory and
hands-on education. The NJIT campus is located in Newark, which is the largest
city in New Jersey, and only 12 miles away from New York City. The state of New
Jersey is home to a large number of industries, including several Fortune 100
and 500 companies in the Medical Device and Pharmaceutical industries.


Essential Functions:

1.


Grant and Budget Management:
This function provides a
full array of account management and monitoring through the use of Banner.

• The

successful candidate will be responsible for all financial transactions within
the SAET including all SAET programs and expense reports, and grant accounts of
the research faculty.

• In addition, the Administrative Assistant will also be

responsible for all departmental fiscal accounts, travel reimbursements,
tuition and stipend disbursements, processing budget transfers, identifying and
solving problems related to budget accounts, e.g., shortages, planning needs,
etc.

• Other duties include using Banner INB to initiate purchase orders,

obtaining quotes from vendors, obtaining approvals, making grant budget
transfers, developing custom forms, and billing to various companies for
services performed by the faculty, wire transfers, petty cash.

Clerical/Ministerial Administration:
This function provides assistance to the
Assistant to the Chair and the Administrative Coordinator in purchasing and
monitoring equipment, computer software and lab supplies for the programs
within SAET.

• Planning and coordinating student events, open houses conferences

and seminars, which includes database management and correspondence.

• Developing

and designing student recruitment materials.

• Working with advisors and/or Chair

on transfer credits.

• Using Banner System to remove advisor holds and provide

information as requested by students and faculty.

• Scheduling travel and

accommodation arrangements of visitors, faculty recruiting and interview
activities.


Additional Functions:

- Develop sufficient knowledge of the organization's
activities to anticipate issues and provide effective resolutions.

• Assist with

and track scholarships. Assist with all other administrative and financial
issues. Perform other duties as assigned.


Prerequisite Qualifications:

- Bachelor's
Degree. Minimum of three years' experience in related field.

• Knowledge of

Microsoft Office suite with proficiency in word processing, spreadsheet and
database and financial applications.

• Must be detailed oriented and organized

with ability to follow through on work assignments.

• 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.


Preferred Qualifications:

- Banner, Anthony Travel, eMerchant and Chrome River a
plus.

• Minimum of three to four years previous experience in a comparable

administrative position in higher education strongly preferred.


Bargaining Unit:

PSA


Range/Band:

20


FLSA:

Exempt
Part-Time
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