Office Coordinator

Position Summary

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.

Essential Functions

• 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.
• 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.
• Absorb 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.
• Aid in the preparation of requisitions for program and office purchases through NJIT’s Highlander eMerchant system.
• Aid in the preparation of correspondence, documentation materials, and reports using MS Office and similar applications.
• Support cluster projects and events, and prepare materials, as needed.
• Absorb and manage student office workers, including timekeeping and payroll processing via the university’s Banner system.
• Maintain confidentiality in all areas of program personnel and departmental operations.
• 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.
• Absorb and oversee Saturday morning programs as scheduled (approximately 13 Saturdays per academic year).

Prerequisite Qualifications

• Associate’s Degree or Bachelor’s Degree.
• Minimum of 3 years of 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.

Preferred Qualifications

• One to two years of 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.