Administrative Assistant III

Company: New Jersey Institute of Technology
Location: Newark
Posted on: March 16, 2023

Job Description:

Title:
Administrative Assistant IIIDepartment:
Pre-College Programs

Reports To:
Executive Director, Pre-College ProgramsPosition Type:
StaffPosition Summary:
Under the leadership of the Director for Program Operations and Outreach, the Administrative Assistant III is responsible for administrative matters related to the efficient and effective operation of the program.Essential Functions:
Essential functions of the Administrative Assistant III include, but are not limited to the following:
- Serves as cluster point of contact; handles phone and mail requests for department. Schedules travel and accommodation requirements for staff in compliance with all university policies and procedures. 2. Greets and provides information and assistance to office visitors with Center for Pre-College Programs' policies and procedures.
- Schedules and coordinates all appointments, meetings, etc. including accommodations, and follow-up contact as requested by staff.
- Assists with overseeing student office workers and coordinates timekeeping and payroll processing for all part-time staff through the university's Banner system.
- Creates and maintains filing system for personnel, purchases, correspondence and other areas to support efficient and effective program operation.
- Provides administrative support for cluster programs and activities, such as weekday, weekend and evening events.
Responsibilities include, but are not limited to reserving rooms (Live25), media equipment (Media Technology Support Services' online system); processing catering orders through university's Gourmet Dining Services system, working with facilities for furniture set ups and assisting with preparing budget reports.
- Prepares and manages all requisitions for program and office purchases through NJIT's Highlander eMerchant system.
- Assists with preparation of correspondence and materials such as emails, flyers, notices, applications, surveys, forms, etc. from drafts to final versions using MS office products and or similar applications for word processing, spreadsheet, and desktop publishing printed and/or online versions.
- Maintains confidentiality in all areas of program personnel and cluster/department operations.Additional Functions:
- Assists with the orientation, training, and assignment of student employees.
- Prepares minutes for meetings.
- Provides program support outside of NJIT business hours, such as early morning, evening, and/or weekend cluster/department sponsored activities.
- Coordinates and serves as liaison with other departmental units in maintaining program and departmental services such as supplies, maintenance, repairs, mail, publicity, community outreach, etc.
- Performs other duties as required.Prerequisite Qualifications:
- Minimum of 3 years previous experience in a comparable administrative position.
- Must be proficient in personal computing using electronic mail, Microsoft Office Suite applications, Google Drive Suite Products, and/or compatible applications or services. - - Must possess strong oral and written communication and problem-solving skills.
-At the university's discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specially preparing the candidate for success in the position.Preferred Qualifications:
Associate's Degree. One to two years' experience preferably in a higher education environment.Bargaining Unit:
OPEIURange/Band:
16FLSA:
Non-Exempt
Full-Time

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Keywords: New Jersey Institute of Technology, Newark , Administrative Assistant III, Administration, Clerical , Newark, New Jersey