Location: Newark,NJ, USA
Title:
Assistant Manager Facilities Administration
Department:
Facilities Services
Reports To:
Manager REDCO Administration
Position Type:
Staff
Position Summary:
Provide budget, administrative, customer service, and operational support to the Managers and staff of Building, Facilities, and Technical Services Departments.
Essential Functions:
Financial Management:
- Maintain operating budget for Building, Technical, and Facilities Services.
- Track expenses and assist in the administration of service contracts, professional service agreements, and bid proposals.
- Enter purchase requisitions into NJIT's eProcurement System (Highlander eMerchant).
- Maintain requisition log and save related quotes electronically.
- Process invoices and coordinate with staff, purchasing, and accounts payable/receivable offices.
- Ensure timely payment of invoices and follow up on outstanding invoices and recurring payments.
- Prepare monthly Open Purchase Order reports.
- Create and maintain annual Blanket Order Google Sheets, track balances.
- Independently process budget queries and transfers, and create financial reports to track O&M and Capital budgets (Banner Finance).
- Process Chrome River employee reimbursement requests.
- Assist with the implementation of new budget model and ERP systems.
Customer Service and Clerical:
- Provide quality customer service by responding to and following up on service desk calls, voicemails, or in-person visits.
- Take repair or service requests, create related work orders (in Electronic Maintenance Management System - MMS), and dispatch technicians.
- Greet visitors, answer phones, sort and distribute mail, fax and copy documents.
- Initiate and follow up on personnel requisitions in Service Now and Cornerstone, schedule interviews.
- Maintain confidential personnel records (Tuition Remission and other forms).
- Assist with completing and processing forms, and uploading/downloading information from/to the university and department's website.
- Draft correspondence, proposals, reports, and proofread documents.
- Maintain calendar of events, schedule travel and accommodations, reserve seminar rooms, coordinate meetings and special events.
- Order refreshments and special A/V equipment, arrange for parking.
- Serve as a liaison with other departments for basic administrative or operational matters.
- Safeguard confidentiality of university personnel records, fiscal data, correspondence, and similar materials.
Organizational Functions:
- Facilitate daily office operations and maintain inventory of office supplies.
- Coordinate maintenance and repair of office equipment, request janitorial services as needed.
- Input, track, and submit personnel leave requests using Time Clock Plus (TCP).
- Assist with scheduling employee training and tracking in TCP.
- Manage petty cash requests.
- Attend professional development workshops and seminars.
- Maintain confidential personnel and fiscal files, ensuring accurate and reliable retrieval.
Additional Functions:
- Coordinate hiring, assign work, and oversee student workers, track and approve their payroll.
- Train and support staff on software programs used within the division.
- Assist with the processing of contracts through new Contract Flow system.
- Assist with employee evaluations via existing and new Perform Yard system.
- Perform other duties as assigned.
Prerequisite Qualifications:
- Bachelor's Degree.
- Three (3) years of financial/budget experience.
- Proficient in word processing, spreadsheets, and budget reporting.
- Ability to learn new computer-based applications.
- Effective verbal and written communication skills.
- 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.
Preferred Qualifications:
- Customer service experience.
- Experience with Ellucian Banner Software or related software.
- Initiative, excellent organizational and telephone skills.
- Ability to work independently, exercise discretion, and assume responsibility.
Bargaining Unit:
PSA
Range/Band:
21
FLSA:
Exempt
Full-Time