Title:

Administrative Manager

Department:

Career Development Services

Reports To:

Executive Director, Career Development Services

Position Type:

Staff

Position Summary:

Under the general direction of the Executive Director, the Administrative Manager oversees all fiscal and administrative processes as well as part-time and student support staff for the Career Development Services (CDS) office.

Essential Functions:

Financial Management:

• Maintains accurate processing of all CDS budget transactions through the various

campus-wide Administrative Services platforms. Enters purchase requisitions for all invoices.

• Maintains financial records for accounts including bills, purchase orders, etc.

• Monitors all CDS spending in the areas of supplies, travel, and part-time personnel.

• Maintains projected budgets taking into account recurring and one-time expenses.

• Manages budget transfers as recommended by staff and approved by the Executive Director.

• Oversees the financial management functions related to NJIT revenue producing events.

• Maintains all administrative accounting records and serves as a liaison to Human Resources / Payroll, Finance, Financial Aid, Procurement, and other offices as appropriate.

• Purchases supplies and equipment and seeks competitive quotes from outside vendors through the Office of Procurement.

• Maintains accurate records 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 workers and part-time assistants.

• Assesses training needs 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 student worker candidates, as needed. In coordination with managers, maintains student worker schedules and office protocols.

  Administrative Support Activities:

• Establishes and maintains administrative procedures that prioritize and support the timely delivery and successful completion of Career Development Services events and initiatives.

• Ensures meetings and events pertaining to the Executive Director's calendar are coordinated with other internal and external offices/agencies as they arise.

• Maintains regular, on-going communication, meeting arrangements and records with Career Development Services 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, furniture, and physical spaces.

• Purchases and maintains inventory of general office supplies and technology equipment

• Supports special events by purchasing and organizing materials as needed.

• Oversees arrangements and provides high-level customer service at events that involve special guests and NJIT leadership.

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.

Proficiency with Microsoft Office Applications (Word, Excel, Powerpoint), Video Platforms (Zoom, Teams, Meet), and Google Suite Applications (Gmail, Sheets, Docs, Forms, Calendar).

• Excellent information processing, verbal and written communication skills.

• Experience using applications such as Handshake (or other Career Services management platforms), Banner, 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