Description
The Administrative Specialist serves as a key administrative support to the Learning and Development Initiative (LDI) division providing professional support in a demanding and dynamic work environment.
Reporting to the Director of Operations and Administration, this person supports the day-to-day operations of the LDI team and Vice President.
The position manages various operational tasks in three main areas: general administration, working with the Director of Operations and Administration to develop processes, policies and procedures, and plays a pivotal role in ensuring compliance with all applicable NJII and NJIT university policies and processes.
The position involves daily access to sensitive and confidential personnel matters; discretion and tact of the highest order are a primary requirement.
The successful candidate will possess outstanding communication skills, a high level of professionalism, excellent time management skills and attention to detail, and the ability to work towards positive outcomes in cooperation with third parties.
Essential Functions:
General Administration
• Active participation in office management, including handling general clerical tasks
• Organize, prepare and coordinate meetings for team members.
• Ensure meeting spaces are properly requisitioned ahead of schedule
• Manage office equipment and supplies, coordinate with IT when ordering new equipment and NJII Operations for supplies as needed, submitting tickets via help desk.
• Work collaboratively with other departments to help solve clerical issues
• Aids Director of Operations and Administration manages invoices, payments, and reconciliations.
• Participate in meetings including taking notes and recordings as needed
• Aids in the preparation and maintenance of various reports, processes, policies and procedures
• Supports in the organization and execution of both in-person and virtual large meetings and events.
• Aids in maintaining operations and administrative calendar of deadlines ensuring that deliverables are received by the required dates.
• Helps to resolve routine issues in a timely manner within established guidelines.
• Maintains files and records ensuring they are complete, accurate, and accessible to the appropriate parties.
• Assists in onboarding of new hires, scheduling interviews, ensuring individuals have proper access to systems, HR process is completed and other duties as assigned.
Additional Functions:
• Work with NJII and NJIT staff, as well as specific systems within the NJII and/or NJIT ecosystem.
• Serving as back-up for the Director of Operations and Administration as well as other LDI team members as needed
• May be asked to assist with special projects and assume responsibilities for the development, administration, and promotion of specific projects, as required.
• Perform other duties as assigned.
Prerequisite Qualifications:
• Bachelor's Degree.
• Four to six years of experience in a professional environment.
• Working knowledge of Microsoft Office Suite, including Word, PowerPoint, Excel, Google Suite
• Experience using business email services, such as Microsoft Outlook, Gmail
• Previous experience with, or an ability to learn to use common office equipment and managing office needs for team members
• Comfort multitasking and handling multiple requests from different individuals and departments, with the ability to determine and prioritize pertinent requests
• Ability to work quickly and in a potentially high-stress environment
• Strong communication oral and written skills and extremely self-motivated when managing communication channels
• Highly organized and capable of creating organizational systems that others easily utilize
• Ability to work independently as well as in a team.
• Ability to apply knowledge in everyday work situations while utilizing independent judgment.
• Uses discretion in all aspects of the job.
• Experience organizing and planning professional events, including knowledge of creating virtual events for large groups
Preferred Qualifications:
• Prior experience in a fast-paced environment
• Basic understanding of accounting and budgeting principles
• Prior experience with Canvas, Catalog, TouchNet, Banner, SchoolDude, 25 Lives
Final candidates will be subject to a background screening.
Employment or continued employment is contingent upon NJII's acceptance of the results of the background screening.