Administrative Coordinator

New Jersey Institute Of Technology Newark , NJ 07101

Posted 2 months ago


Administrative Coordinator


Bio-Medical Engineering

Reports To:

Chairman Dr. Pfister

Position Type:


Position Summary:

Under minimal supervision, oversees and coordinates a wide variety of academic services as well as administrative and faculty support operations as assigned by the Chair of Biomedical Engineering in furtherance of the realization of the Department's mission and university excellence. Performs duties related to the administration and coordination of BME undergraduate and graduate programs and faculty research activities.

Essential Functions:

Plans and coordinates all space (research and teaching) related tasks occupied and used by the department including but not limited to sixth floor of Fenster Hall, CHEN Building, York Building, Central King Building and GITC. Responsible for timely communication with appropriate parties and oversees space projects from start to finish.

Initiates and coordinates work orders for maintenance and rennovation of BME spaces. Coordinates the moving and reallocating of furniture and laboratory equipment in conjunction with the university project manager and facilities staff. Oversees the purchase of equipment and furniture.

Maintains department teaching rooms and related equipment and supplies. Problem-solves issues with media, computers and phones and computer issues. Manages department room reservations.

Coordinates the use of department resources for students including 3D printers and poster printing. Sits on department space, teaching and safety committees for involvement in issues related to the above responsibilities. Plans and coordinates student events, open houses, department-hosted seminars, conferences and programs including notifying appropriate parties, reserving locations, and ordering food and beverages.

Attends and manages these coordinated events. Provides administrative assistance to department faculty including assistance with research budgets, accounting and purchasing. Assists the Chair and faculty with monitoring and use of faculty start up budgets.

Assists the Graduate admissions committee with PhD applications in coordination with Rutgers University faculty and staff. Conveys general academic and program information to students and other constituencies.

Receives and translates high volume, finished, edited, proofed and formatted work product on the computing program(s) of NJIT's choice, including word processing, spreadsheet and PowerPoint presentations. This shall include but not limited to the preparation of routine correspondence and memoranda to NJIT departments and external constituencies, editing and updating department website information, collation of department and accreditation reports, preparation of information for department monitors and announcements of news and events.

Monitors departmental fiscal accounts and faculty research accounts under the direction of the Chair. Provides purchasing administration for the department including processing purchasing requisitions and monitors the purchase order process, reviews invoices for approval on Banner Self Service Finance; verifies that budget expenditures are consistent with policies of NJIT and grant funding agencies. Assists in obtaining quotations and fulfilling purchasing requirements.

Liaison with account payable. Approves department invoices, resolves invoicing issues. Creates, processes, monitors travel reimbursement requests. Assists faculty with their accounts payable issues.

Additional Functions:

Provides exemplary receptionist customer service on a daily basis. Provides routine information to faculty, staff, students, and outside callers following established policies and procedures; refers requests for information to the appropriate party.

Develops and designs student recruitment materials eg: student success stories brochure; maintains and updates recruitment materials: PowerPoint presentations and Student Handbook. Manages department participation at conferences and events including NEBEC and BMES.

Coordinates faculty and student attendance, including poster printing, hotel accommodations and reimbursement of travel-related expenses. Coordinates matters such as mailings, publicity, hotel accommodations, food service orders, room reservation requests, audio-visual and distribution of materials for all functions. Performs other duties as assigned by the Chair of the Department as needed.

Prerequisite Qualifications:

Bachelor's degree in a business administration or a related field. Three years progressively responsible administrative experience.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access, etc.) and Banner or related systems. Excellent communication skills, both verbal and written.

Preferred Qualifications:

Good interpersonal skills, with ability to work effectively with the department/University staff, the University community and other individuals and groups. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly. Ability to resolve problems efficiently effectively and independently.

Bargaining Unit:







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Administrative Coordinator

New Jersey Institute Of Technology