Administrative Specialist
: Job Details :

Description The Administrative Specialist serves as a key administrative support to the Learning and Development Initiative (LDI) division providing professional support in a demanding and dynamic work environment. Reporting to the Director of Operations and Administration, this person supports the day-to-day operations of the LDI team and Vice President. The position manages various operational tasks in three main areas: general administration, working with the Director of Operations and Administration to develop processes, policies and procedures, and plays a pivotal role in ensuring compliance with all applicable NJII and NJIT university policies and processes. The position involves daily access to sensitive and confidential personnel matters; discretion and tact of the highest order are a primary requirement. The successful candidate will possess outstanding communication skills, a high level of professionalism, excellent time management skills and attention to detail, and the ability to work towards positive outcomes in cooperation with third parties. Essential Functions: General Administration •Active participation in office management, including handling general clerical tasks •Organize, prepare and coordinate meetings for team members. •Ensure meeting spaces are properly requisitioned ahead of schedule •Manage office equipment and supplies, coordinate with IT when ordering new equipment and NJII Operations for supplies as needed, submitting tickets via help desk. •Work collaboratively with other departments to help solve clerical issues •Aids Director of Operations and Administration manages invoices, payments, and reconciliations. •Participate in meetings including taking notes and recordings as needed •Aids in the preparation and maintenance of various reports, processes, policies and procedures •Supports in the organization and execution of both in-person and virtual large meetings and events. •Aids in maintaining operations and administrative calendar of deadlines ensuring that deliverables are received by the required dates. •Helps to resolve routine issues in a timely manner within established guidelines. •Maintains files and records ensuring they are complete, accurate, and accessible to the appropriate parties. •Assists in onboarding of new hires, scheduling interviews, ensuring individuals have proper access to systems, HR process is completed and other duties as assigned. Additional Functions: •Work with NJII and NJIT staff, as well as specific systems within the NJII and/or NJIT ecosystem. •Serving as back-up for the Director of Operations and Administration as well as other LDI team members as needed •May be asked to assist with special projects and assume responsibilities for the development, administration, and promotion of specific projects, as required. •Perform other duties as assigned. Prerequisite Qualifications: •Bachelor's Degree. •Four to six years of experience in a professional environment. •Working knowledge of Microsoft Office Suite, including Word, PowerPoint, Excel, Google Suite •Experience using business email services, such as Microsoft Outlook, Gmail •Previous experience with, or an ability to learn to use common office equipment and managing office needs for team members •Comfort multitasking and handling multiple requests from different individuals and departments, with the ability to determine and prioritize pertinent requests •Ability to work quickly and in a potentially high-stress environment •Strong communication oral and written skills and extremely self-motivated when managing communication channels •Highly organized and capable of creating organizational systems that others easily utilize •Ability to work independently as well as in a team. •Ability to apply knowledge in everyday work situations while utilizing independent judgment. •Uses discretion in all aspects of the job. •Experience organizing and planning professional events, including knowledge of creating virtual events for large groups Preferred Qualifications: •Prior experience in a fast-paced environment •Basic understanding of accounting and budgeting principles •Prior experience with Canvas, Catalog, TouchNet, Banner, SchoolDude, 25 Lives Final candidates will be subject to a background screening. Employment or continued employment is contingent upon NJII's acceptance of the results of the background screening.