Position Summary: Under the leadership of the Director of TRIO Programs, the Office Coordinator provides professional and administrative support to the Director and other members of the TRIO Cluster for the efficient operations of the cluster. The Office Coordinator coordinates office management tasks, supports administrative operations, and works closely with other departments. Assists with cluster programs, events, and office staff coordination including support for the data collection, implementation, and management of the Slate CRM and TRIO Access database system. Serves as departmental contact to direct visitors, responds to emails, and supervises student workers. Manages website, creates correspondence, and produces departmental materials. Saturday hours are required. Essential Functions: Office Management and Support : - Create a welcoming office environment and serve as the initial point of contact for visitors and guests. - Complete and forward standard NJIT forms including work orders, supply requisitions, travel expense vouchers, room reservations, media services, and food service requests. - Ensure the general maintenance of office equipment is in operating condition, scheduling preventive maintenance and repairs. - Participate in staff meetings, and prepare and distribute minutes. Administrative Coordination : - Handle phone and mail requests and serve as department backup to sort and distribute incoming and outgoing mail. - Schedule and coordinate appointments, meetings, travel arrangements, and accommodations for staff. - Assist with overseeing student office workers, including timekeeping and payroll processing via the university’s Banner system. - Create and maintain filing systems for personnel, purchases, correspondence, financial, and other operational/business area records. - Support the coordination of personnel, business, and fiscal policies and procedures in consultation with administrative personnel in the Office of Human Resources, General Accounting Office, and the Grant and Contract Accounting Office. - Assist with budgets, placing orders, and communication with vendors. Program Support : - Provide administrative support for various programs and activities, including event coordination, room reservations, media equipment setup reservations, signage, catering orders, and facilities coordination. - Prepare and manage requisitions for program and office purchases through NJIT’s Highlander eMerchant system. - Assist with preparing correspondence, documentation materials, and reports using MS Office and similar applications. Project Assistance : - Support cluster projects, and events, and prepare materials, as needed. - Assist with the orientation, training, and assignment of student and temporary employees. - Maintain confidentiality in all areas of program personnel and departmental operations. Slate CRM (and Cluster Database) System : - Support the data collection, implementation, and ongoing management of the Slate CRM (SPCI database) system, including data entry, report generation, and user support. Additional Functions: - Perform other duties as assigned to ensure efficient office and program operations. - Assist in overseeing Saturday morning programs as scheduled (approximately 12 Saturdays per academic year). Prerequisite Qualifications: - Associate’s Degree or Bachelor’s Degree. - 1-3 years experience in a comparable administrative position. - Proficiency in Microsoft Office Suite, Google Drive Suite Products, and/or compatible applications. - Strong oral and written communication, as well as problem-solving skills. - 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. Preferred Qualifications: - One to two years experience in an administrative assistant role, preferably in a higher education environment. - Experience with financial databases and computerized accounting systems such as Banner. - Ability to prioritize and manage multiple projects, work in teams, and adapt to change. - Ability to communicate in Spanish. Bargaining Unit: PSA Range/Band: 16 FLSA: Exempt Full-Time Special Instructions to Applicants: This position is critical in ensuring the integrity and smooth operation of programs sponsored by the Center for Pre-College Programs, directly impacting the success of early college preparatory, dual/concurrent enrollment programs, strategic planning, and community initiatives clusters. As an EEO employer, NJIT is committed to building a diverse and inclusive teaching, research, and working environment and strongly encourages applications from individuals with disabilities, minorities, veterans, and women. As a Minority Serving Institution with designations as an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and Hispanic Serving Institution (HSI), NJIT is committed to embracing diversity, centering equity, and practicing inclusion with the goal of sustaining a culture of belonging. NJIT celebrates the diversity of our university community and recognizes the cultural and personal contributions each member of the community brings to NJIT. We strive to cultivate a campus culture that promotes inclusive excellence among our faculty, staff, students, and external partners. Sustaining and building upon our diverse community is critical to NJIT’s continuing status as a premier research institution of higher education and a leading polytechnic university. Employment at NJIT is subject to the provisions of New Jersey First Act which mandates new employees, who are not NJ residents, to establish primary residence in New Jersey within one year of their appointment to certain positions. The law does not apply to any individual employed at NJIT on a temporary or per semester basis as a visiting or adjunct professor, teacher, lecturer, researcher, or administrator. If special accommodations are needed in applying for a position, please visit the Department of Human Resources located in Fenster Hall, Room 500, University Heights, Newark, NJ 07102 or call (973) 596-3140. If you have questions, please email the Human Resources Department at hrnjit.edu. NJIT is an E-Verify employer and uses E-Verify to confirm work authorization of each new hire. J-18808-Ljbffr