New Jersey Institute of Technology Hiring for Administrative Services Manager at Newark, NJ  Full Time

Title:
Administrative Services Manager

Department:
Cooperative Education

Reports To:
Executive Director, Cooperative Education

Position Type:
Staff

Position Summary:
Under
the general direction of the Executive Director, the Administrative Services
Manager, Career Development Services oversees all
fiscal, administrative and support staff for the office.

Essential Functions:
Financial Management:
Provide a full array of services including:
– Maintains accurate processing of all CDS budget transactions through the
various campus-wide Administrative Services platforms. Enter purchase
requisitions for all invoices. Maintains financial records for accounts,
including bills, purchase orders, etc.
– Manages budget transfers as recommended by staff and approved by Executive
Director.
– Assists responsible staff in monitoring their respective office Indexes,
accounts; maintains budget records for the Executive Director.
–
Internal auditing of CDS institutional and unrestricted budget accounting
processes and Index and account balances.
– Oversees the financial management functions related to NJIT revenue
producing events.
–
Maintains all administrative accounting records with Human Resources, payroll
and other offices as appropriate.
–
Troubleshoots federal work study off-campus work-study account
discrepancies.
–
Purchases supplies and equipment and seeks competitive quotes from the Office
of Procurement and outside vendors.
–
Maintains accurate spreadsheets for all outside vendor contracts.

Talent
Acquisition and Supplemental Staff Supervision:
Oversees
the administrative support staff recruitment, training and work activity for
office’s many supplemental staff including all student and non-student temp
assignments.
–
Assesses training needs of and coordinates instruction for support staff as
needed.
– Ensures
the office is adequately staffed at all times. Coordinates office workflow,
reflecting priorities based on respective directors’ input.
–
Interviews work study students, as needed. In coordination with managers,
schedules work-study students. Ensures timely processing of all forms in
support of clerical functions and student team.

Administrative
Support Activities:
– Establishes
and maintains administrative procedures that prioritize and support the
timely delivery and successful completion of CDS Events and Leadership Team
needs and initiatives.
– Ensures
meeting and events pertaining to the Executive Director’s calendar are
coordinated with other internal and external offices/agencies as they arise.
Schedules meetings as needed.
– Maintains
regular, on-going communication, meeting arrangements and records with CDS
advisory board members.
– Creates
and maintains several office-wide-calendars for scheduling staff work
locations, business related travel, designated vacation and personal days,
and absences related to employee health.
– Manages
the payroll processing activity for staff and supplemental employees.
– Manages
securing maintenance and repair, as needed, of office equipment and
furniture, including foyer and work locations.
–
Approves acquisition of office general supplies such as copier paper and
cartridges, computer paper and cartridges, etc., and supplies for special
events such as career fairs and Speed Networking.
– Coordinates special events through establishment of activities by
respective office personnel, i.e.: recognition events and interview
processes. Ensures arrangements for special events, parking, transportation
to special events, and paying the bills.

Prerequisite Qualifications:
– Bachelor’s degree or equivalent combinations of education,
training, certifications and professional experience is required.
– Must have a minimum of three years of administrative/supervisory/financial
management experience in a well-staffed office environment.
– Higher level competencies with Microsoft Office Suite and Teams,
Doc, Sheets etc.
– Excellent information processing, verbal and written
communication skills.
– Experience using Banner, Handshake or other career center
management information systems, emerchant, Chrome River and Anthony Travel a
plus.
– 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.

Bargaining Unit:
PSA

Range/Band:
20

FLSA:
Exempt
Full-Time