Administrative Assistant III

Title:
Administrative Assistant III

Department:
Pre-College Programs

Reports To:
Director of TRiO, Monique Paden-Hutchinson

Position Type:
Grant Funded

Position Summary:
Under the leadership of the TRIO Director, the Administrative Assistant III provides assistance to the TRiO Cluster staff with office-related services, data collection and organization, events and office communication needs.

Essential Functions:
Essential functions include, but are not limited to the following:
1.Answers phones, routing calls to appropriate person and answering routine office inquiries. Sorts and distributes mail, faxing, copying. Schedules travel and accommodation arrangements for visitors, and reserves seminar rooms, orders refreshments and special A/V equipment, and arranges parking.
2.Greets and provides information and assistance to office visitors to provide exceptional service/support in accordance with departmental policies and procedures. Performs other duties related to maintaining one or more individual calendars.
3.Schedules, when requested by professional staff, appointments and meetings in order to ensure that all necessary arrangements are made, room(s) reserved, and all invitees are available to meet at the scheduled time and place. Prepares and sends confirming emails.
4.Creates requisitions for office purchases and assists with purchase requisitions for invoices with follow-ups.
5.Oversees student office workers and prepares timekeeping and payroll records for students and part-time staff.
6.Serves as liaison with other organizational units, expediting and coordinating services such as maintenance, repairs, supplies and mail; and interacts with other departments as needed.

7.Orders, stocks and distributes office supplies and other required materials. Conducts periodic inventory of supplies.
8.Establishes and maintains an information database, filing system, and retrieval program for all documents related to applicants, current students, transfer students and alumni to assist professional staff to track, and update records.
9.Enters data into NJIT's integrated Banner system including Banner Student and Finance systems and/or other systems as introduced by the Institution or department. Retrieves student and financial data from these systems for reporting purposes.
10.Serves as the first point of contact for prospective students, parents, and college counselors.
11.Creates publishable, high-quality, finished, edited, proofed and formatted work products such as program flyers and notices using programs including word processing, spreadsheet, and desktop publishing applications.
12.Prepares correspondence materials from drafts to final versions.
13.Maintains confidentiality in all aspects of TRiO department personnel and program matters.

Additional Functions:
Takes minutes in meetings.
Prepares documentation for travel expenses for professional staff, including travel reimbursement forms.
Prepares various recruitment mailings.
Updates and manages changes to website as requested by TRiO
director.
Performs duties occasionally outside of NJIT business hours such
as early mornings, evenings and Saturdays to support program
functions.
Performs other duties as assigned.

Essential Characteristics:
Analytical Thinking/Problem Solving - Demonstrates a mature logic, analytic aptitude and creativity in the approach to issues demanding resolution, by drawing on own expertise and experience base while utilizing other references and resources as necessary; Customer Focus - Focuses efforts on identifying and meeting internal (students, staff, faculty) and external (governmental agencies, employers, industry sponsors, community members) customer's needs in a manner that provides satisfaction. Accomplishment Aptitude - Establishes and follows through on a systematic course of action for self or others to assure accomplishment of a specific objective. Determines priorities and allocates time and resources effectively producing desired results at the level expected for the position; Professionalism - Conducts oneself at all times in an ambassadorial, committed and personable manner demonstrating respect for the position, fellow colleagues, divisional integrity and the university's best interest;
Initiative - Evaluates, selects and acts on various methods and strategies for solving problems and meeting objectives within parameters of position before being asked or required to do so; self-directed rather than passively complying with instructions or assignments; and Teamwork - Implies the intention to work cooperatively with others, to be a part of a team, and to work together, as opposed to working separately or competitively. Teamwork and collaboration may only be considered when the subject is a member of a group of people functioning as a team, generally where he/she is not the leader. "Team" is broadly defined as any task or process-oriented group of individual. Working effectively in teams and/or outside the formal lines of authority to contributions of others; contributing to and accepting consensus; subordinating own objectives to the organization or team.

Prerequisite Qualifications:
Must have high school diploma.
Must have three years related experience.
Must be able to use a personal computer for word processing, electronic mail, desktop publishing, database, and spreadsheet applications.
Must be proficient in the Microsoft suite of products, Google docs, sheets, and forms.
Must have strong oral and written communication and problem-
solving skills.
At the university's discretion, the education and experience prerequisites may be excepted 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 three years of experience in accounting and /or budgeting, preferably in higher education setting. College credits towards
degree in management, accounting, finance or closely related
field.

Bargaining Unit:
OPEIU

Range/Band:
16

FLSA:
Non-Exempt
Full-Time