Title:
Administrative Coordinator
Department:
Makerspace
Reports To:
NCE Exec Dir Experiential Learning
Position Type:
Staff
Position Summary:
Coordinator plays a pivotal role in ensuring
the smooth operation of the Makerspace.
This involves managing the day-to-day administrative and operational
duties and assists membership management with fostering a welcoming and
organized environment.
Essential Functions:
- Logistically coordinates and
schedules all events being conducted in the Makerspace including tours, open
houses, hosted seminars, conferences, and programs. Tasks include notifying
appropriate parties, reserving locations, and ordering food and beverages.
Works closely with the seminar coordinator to complete travel arrangements
via Anthony Travel if needed and to reimburse the visiting speakers through
e-merchant.
- Creates, designs, and publishes
(online and in print) work for marketing campaigns, newsletters and general
communications of the Makerspace. Additional work includes maintaining the Makerspace website, attending
and reporting on events and developing and tracking new and existing
marketing communications. Editing and
updating department website information, collation of department and
accreditation reports, preparation of information for department monitors and
announcements of news and events.
- Assists Makerspace management with
the scheduling of hourly student workers and TAs through calendar management
and Cornerstone. Follow-up on the
initial hiring and continued employment of these individuals through Financial
Aid and payroll systems.
- Provides purchasing administration
for the makerspace including processing purchasing requisitions and monitors
the purchase order process, reviews invoices for approval; verifies that
budget expenditures are consistent with policies of NJIT and grant funding
agencies. Assists in obtaining quotations and fulfilling purchasing
requirements.
- Liaison with accounts payable.
Approves department invoices, resolves invoicing issues. Creates, processes,
monitors travel reimbursement requests. Assists staff with their Accounts
Payable issues.
Additional Functions:
- Provides exemplary
front 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.
- Conveys general
academic and program information to students and other constituencies.
- Manages department
participation at conferences and events including ISAM. 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 Executive Director of Experiential Learning as needed.
- May be required to work
on weekends at Open Houses .
Prerequisite Qualifications:
- Bachelor's degree in a
discipline related to department/unit to be served or equivalent combination
of training and experience.
- Three years
progressively responsible administrative experience.
- Proficiency in
Microsoft Office Suite (Word, Excel, PowerPoint, Access, etc.) and Banner or
related systems.
- Excellent 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.
- 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.
Bargaining Unit:
PSA
Range/Band:
20
FLSA:
Exempt
Full-Time
Special Instructions to
Applicants: