Administrative Coordinator

About the job

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Title:
Administrative Coordinator

Reports To:
Director of Administration

Position Summary:
The Administrative Coordinator provides comprehensive administrative, operational, financial, and programmatic support to the Ying Wu College of Computing (YWCC), primarily supporting the Office of the Dean. This position plays a key role in ensuring the efficient operation of the Dean’s Office by coordinating administrative processes, executive scheduling, purchasing and travel activities, meetings, events, communications, and College initiatives.

The Administrative Coordinator serves as a primary point of contact for faculty, staff, students, university offices, visitors, and external constituents and is expected to provide exceptional customer service while exercising professionalism, sound judgment, discretion, and confidentiality. The position supports College leadership in the implementation of strategic priorities and ensures that administrative activities are completed accurately, efficiently, and in accordance with university policies and procedures.

• Essential Functions:
• Provide comprehensive administrative, operational, and project coordination support for the YWCC Dean’s Office and College initiatives.
• Serve as a primary point of contact for faculty, staff, students, visitors, and university offices; respond to inquiries and direct requests to appropriate College or University personnel.
• Serve as the primary calendar coordinator for the Dean, Associate Deans, and Director of External Relations, as assigned, including scheduling meetings, interviews, internal and external appointments, and College events.
• Coordinate meetings and administrative activities associated with College projects and strategic initiatives, including scheduling, preparation of materials, maintenance of project documentation, tracking of action items, and follow-up on deadlines.
• Process and track financial transactions, including purchase requisitions, purchase orders, invoices, payments, travel authorizations, reimbursements, and other financial documentation.
• Maintain accurate purchasing, travel, invoice, payment, and related financial administrative records and follow up on outstanding transactions as needed.
• Coordinate administrative and logistical support for meetings, programs, outreach activities, and College events, including room reservations, catering, audiovisual requirements, signage, event supplies, visitor parking, event materials, attendance tracking, and other logistical requirements.
• Coordinate general Dean’s Office operations, including front-office coverage, telephone and email inquiries, office supplies, visitors, and routine administrative needs.
• Maintain administrative tracking systems for purchase orders, contracts, invoices, payment status, travel requests, room reservations, event planning activities, and other administrative requests.
• Develop, maintain, and update an Administrative Procedures Manual documenting Dean’s Office procedures, administrative workflows, step-by-step processes, and reference materials.
• Assist with the implementation of new administrative procedures and operational improvements and identify opportunities to improve efficiency, consistency, and customer service.
• Prepare and distribute routine College communications and monthly reminders highlighting upcoming College events, programs, activities, and administrative deadlines.
• Review and monitor the YWCC College-Wide Calendar to verify that College events and activities are accurately reflected and coordinate updates with event owners as needed.
• Coordinate administrative and logistical support for recurring College activities, including K–12 outreach programs, biweekly administrative meetings, College-wide initiatives, and Dean’s Office projects.
• Maintain planning checklists, attendance records, meeting materials, action items, and progress updates for assigned programs, meetings, and initiatives.
• Demonstrate knowledge of university policies, procedures, and administrative systems to support effective and compliant College operations.
• Maintain confidentiality of sensitive information and exercise appropriate judgment when handling administrative, financial, personnel, and College matters.
• Identify and escalate matters requiring review or action by the Director of Administration/Chief of Staff or other College leadership.
• Complete special projects and perform other duties as assigned.

• Additional Functions:
• Support front desk operations and provide high-level customer service to internal and external constituents.
• Provide administrative support for special College programs, events, and strategic initiatives.
• Assist with evening and occasional weekend College events and programs, as needed.
• Coordinate with other YWCC administrative staff to ensure continuity of Dean’s Office operations and administrative coverage.
• Support the implementation and documentation of new administrative processes, systems, and College initiatives.

• Pre-Requisite Qualifications:
• Bachelor’s degree required.
• Demonstrated administrative or operational support experience in a professional office environment.
• Strong proficiency in Microsoft Office Suite, Google Workspace, and administrative information systems.
• Excellent organizational, written and verbal communication, customer service, and project coordination skills.
• Demonstrated ability to manage multiple priorities, deadlines, schedules, and competing demands in a fast-paced environment.
• Strong attention to detail and demonstrated ability to maintain accurate administrative and financial records.
• Ability to exercise sound judgment, professionalism, discretion, and confidentiality.
• Demonstrated ability to work effectively and collaboratively with faculty, staff, students, senior administrators, university offices, visitors, and external constituents.
• Ability to work independently, take initiative, follow through on assignments, and appropriately escalate issues requiring leadership attention.
• Preferred Qualifications:
• Experience in higher education administration, academic operations, executive support, or a Dean’s Office environment.
• Experience providing calendar and administrative support to senior-level administrators or executives.
• Experience with purchasing, procurement, accounts payable, travel reimbursement, and financial administrative processes.
• Experience coordinating meetings, programs, events, and outreach activities.
• Experience developing standard operating procedures, administrative manuals, process documentation, or workflow improvements.
• Experience using Workday or comparable enterprise administrative and financial systems.
• Demonstrated experience developing and maintaining administrative tracking systems and coordinating multiple projects simultaneously.

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.

Union:
Professional Staff Association (PSA)

Range:
Professional Staff -23

Compensation:
$65,603.47 - $121,690.36

NJIT considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. This pay range represents base pay only and excludes any additional items such as incentives, bonuses, or other items. To learn more about the comprehensive benefits NJIT offers for this position, please visit our benefits page: https://hr.njit.edu/health-benefits .

FLSA:
Exempt

Time Type:
Full time

Pay Rate:
Salary

Additional Information:
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.

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. For more information on the act please click here.

If special accommodations are needed in applying for a position, please visit the Department of Human Resources located in Fenster Hall, 5th Floor, University Heights, Newark, NJ 07102 or call (973) 596-3140. If you have questions, please email the Human Resources Department at hr@njit.edu.

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