Job Details
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.
2. 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