Administrative Coordinator

New Jersey Institute Of Technology Newark , NJ 07101

Posted 2 months ago

Title:

Administrative Coordinator

Department:

Bio-Medical Engineering

Reports To:

Chairman Dr. Pfister

Position Type:

Staff

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:

PSA

Range/Band:

20

FLSA:

Exempt

Full-Time



icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Administrative Assistant

Goretti Nobre Limited Liability Company

Posted 4 days ago

VIEW JOBS 8/3/2020 12:00:00 AM 2020-11-01T00:00 <p>We are looking for a results-driven Administrative Assistant to support a fast paced and growing organization. The candidate will manage mostly business-related tasks such as creating and managing reports, organizing calendar, coordinating travel and other accommodation, as well as other organizational tasks. To do this role properly you should possess a positive attitude, be able to work as part of a team and/or independently, be self-motivated, highly organized, detailed oriented, quick problem solver, good listener, open to taking direction and learning new tasks, strong verbal and writing skills and technologically proficient. Executive or administration assistant experience a plus, but not required.</p><p><strong>Requirements</strong></p><ul> <li>Answering phones, routing calls to the correct person and/or taking messages.</li> <li>Greeting visitors.</li> <li>Managing calendar for CEO.</li> <li>Coordinating travel and other accommodations.</li> <li>Preparing and managing expense reports, financial statements, memos, emails, letters, and other documents.</li> <li>Providing general HR administrative support.</li> <li>Handling basic bookkeeping tasks.</li> <li>Filing and retrieving electronic corporate records, documents, and reports.</li> <li>Researching and coordinating data to prepare documents for review and presentation by CEO.</li> <li>Helping prepare for meetings.</li> <li>Accurately taking notes or recording minutes from meetings.</li> <li>Proficient with using various software products, including Microsoft Office Suite, Quickbooks, Adobe Acrobat Pro, GoToMeeting, Applied EPIC (company account management system) and other software company implements.</li> <li>Reading and analyzing documents to be scanned, filing electronically and distributing to staff as required or needed.</li> <li>Opening, sorting and distributing incoming memos, faxes, emails, voicemail, mail, and other correspondence.</li> <li>Performing office duties that include ordering supplies and managing a records database.</li> <li>Coordinate and manage special projects, including working collaboratively with staff to assure projects meet deadlines.</li> <li>Work as a member of the team, willingly providing back‐up support for co‐workers when appropriate and actively supporting group goals.</li> </ul><p><strong>Benefits</strong></p><ul> <li>This is a HIGHLY lucrative position for those intelligent, tenacious and motivated individuals who can survive and thrive in a fast-paced environment. This position offers a generous salary, flexible PTO, health, dental, vision and life benefits, profit sharing 401K plan and an annual company trip.</li> </ul> Goretti Nobre Limited Liability Company Newark NJ

Administrative Coordinator

New Jersey Institute Of Technology