Administrative Assistant III

Essential Functions

• Serves as departmental point of contact; coordinates phone and mail requests for department.
• Schedules travel and accommodation requirements for department utilizing and adhering to all universities policies through use of Anthony Travel or other university procures and practices as directed.
• Greets and provides information and assistance to office visitors by providing exceptional service /support in accordance with departmental policies and procedures.
• Schedules and coordinates all appointments, meetings, etc. that includes accommodations, including initial and follow-up contact as requested by professional staff.
• Affords assistance with overseeing student office workers and coordinates timekeeping and payroll processing for all part-time staff through university’s Banner system.
• Creates and maintains filing system for personnel and purchases correspondence and other areas to support efficient and effective program operation.
• Handles administrative support aspects of standard and special events such as weekday and Saturday campus activities, field trips, college tours, etc. Includes, but are not limited to reserving rooms (Live25), media equipment (Media Technology Support Services’ online system); processing food orders through university’s Gourmet Dining Services system, working with Facilities division for furniture set ups; and assisting with preparing budget reports.
• Captures and processes all requisitions for program and office purchases through NJIT’s Highlander eMerchant system.
• Affords assistance in preparing all correspondence 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 program matters.

Additional Functions

• Assists with the orientation, training, and assignment of student employees.
• Provides minutes from meetings.
• Performs duties outside of NJIT business hours such as early morning, evening, and/or Saturday program support.
• Performs other duties as required.
• Captures and serves as liaison with other departmental units in maintaining program and departmental services such as supplies, maintenance, repairs, mail, publicity, community outreach, etc.

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.

Preferred Qualifications

• Associate’s Degree.
• One to two years’ experience preferably in a higher education environment.