Administrative Coordinator at New Jersey Institute of Technology

Job description

Are you a current NJIT employee? Apply here through the Internal Jobs Hub. 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 i