Assistant to Chair

About the role

Title: Assistant to Chair, Department of Mathematical Sciences. Reports to: Chairperson. Union Professional Staff Association (PSA) Range: Professional Staff -24. Position Summary: Reports directly to the Chairperson. Manages the department’s operating budget, oversees its discretionary spending, and supports faculty with externally sponsored research budgets in collaboration with NJIT’s central offices. Provides dedicated administrative assistance to the chair, department leadership, and faculty in annual meetings, assessments, and overlapping cycles of promotion, tenure, and hiring. Supports fellow staff members in the office with a focus on sustaining a dynamic work environment.

Responsibilities

• Manages daily financial operations for the department under the direction of the chairperson and responsible for the creation and maintenance of accessible budgetary reports
• Assists faculty members with grant management and spending, liaising with the appropriate offices to relay inquiries or facilitate requests on behalf of principal investigators
• Identifies available sources of funding for doctoral students and initiates all award nominations on behalf of the Associate Chair of Graduate Studies and faculty advisors, acting as point of contact for doctoral students with questions or concerns related to their financial awards
• Facilitates cycles of promotion, tenure, and annual assessment of faculty and University Lecturers in coordination with department leadership, often handling confidential materials and acting as point of contact for communications outside of NJIT
• Assists the Associate Chair of Graduate Studies by maintaining databases for doctoral student support, program progression, and admission history
• Assists search committees by liaising with HR, navigating NJIT's online HCM applications, and soliciting, collecting, and maintaining application materials such as letters of recommendation throughout the hiring process
• Coordinates special department activities, including the annual math conference, workshops, and other similar functions including preparing materials as needed for these activities (webpages, books of abstracts, conference proceedings, etc.)
• Provides standard administrative assistance to the chair, carrying out duties such as scheduling, communications, and plotting departmental business in coordination with office staff to meet both academic and fiscal deadlines
• Provides oversight of the web pages of the department.
• Assists with the publication of the annual report of the Center for Applied Mathematics and Statistics.

Qualifications

• Education: A bachelor’s degree or equivalent required.
• Experience: A minimum of five years of experience in higher education administration or similar work environment.
• Knowledge: Demonstrated problem-solving and time management skills. Advanced proficiency in Google Workspace, Microsoft Office Suite, and interpersonal communication, both verbally and in writing. Knowledge of NJIT’s Workday system is highly desirable.
• 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.

Skills

Problem-solving, time management, advanced proficiency in Google Workspace and Microsoft Office Suite, strong interpersonal communication (verbal and written), familiarity with NJIT Workday system.

Pay

Compensation range: $65,522.00 – $122,474.00 (base pay only; excludes incentives, bonuses, or other items). FLSA status: Exempt. Pay rate: Salary.

Schedule

Time type: Full time.