Title:

Administrative Coordinator

Department:

Makerspace

Reports To:

NCE Exec Dir Experiential Learning

Position Type:

Staff

Position Summary:

Coordinator plays a pivotal role in ensuring the smooth operation of the Makerspace. This involves managing the day-to-day administrative and operational duties and assists membership management with fostering a welcoming and organized environment.

Essential Functions:

• Logistically coordinates and schedules all events being conducted in the Makerspace including tours, open houses, hosted seminars, conferences, and programs. Tasks include notifying appropriate parties, reserving locations, and ordering food and beverages. Works closely with the seminar coordinator to complete travel arrangements via Anthony Travel if needed and to reimburse the visiting speakers through e-merchant.

• Creates, designs, and publishes (online and in print) work for marketing campaigns, newsletters and general communications of the Makerspace. Additional work includes maintaining the Makerspace website, attending and reporting on events and developing and tracking new and existing marketing communications. Editing and updating department website information, collation of department and accreditation reports, preparation of information for department monitors and announcements of news and events.

• Assists Makerspace management with the scheduling of hourly student workers and TAs through calendar management and Cornerstone. Follow-up on the initial hiring and continued employment of these individuals through Financial Aid and payroll systems.

• Provides purchasing administration for the makerspace including processing purchasing requisitions and monitors the purchase order process, reviews invoices for approval; verifies that budget expenditures are consistent with policies of NJIT and grant funding agencies. Assists in obtaining quotations and fulfilling purchasing requirements.

• Liaison with accounts payable. Approves department invoices, resolves invoicing issues. Creates, processes, monitors travel reimbursement requests. Assists staff with their Accounts Payable issues.

  Additional Functions:

• Provides exemplary front customer service on a daily basis. Provides routine information to faculty, staff, students, and outside callers following established policies and procedures; refers requests for information to the appropriate party.

• Conveys general academic and program information to students and other constituencies.

• Manages department participation at conferences and events including ISAM. Coordinates faculty and student attendance, including poster printing, hotel accommodations and reimbursement of travel-related expenses.

• Coordinates matters such as mailings, publicity, hotel accommodations, food service orders, room reservation requests, audio-visual and distribution of materials for all functions.

• Performs other duties as assigned by the Executive Director of Experiential Learning as needed.

• May be required to work on weekends at Open Houses .

Prerequisite Qualifications:

• Bachelor’s degree in a discipline related to department/unit to be served or equivalent combination of training and experience.

• Three years progressively responsible administrative experience.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access, etc.) and Banner or related systems.

• Excellent interpersonal skills, with ability to work effectively with the department/University staff, the University community and other individuals and groups.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly.

• Ability to resolve problems efficiently, effectively, and independently.

• 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

Special Instructions to Applicants: