Administrative Assistant II

Title:
Administrative Assistant II

Department:
Office of Government and Community Affairs

Reports To:
Chief Government and Community Relations Officer

Position Type:
Staff

Position Summary:
The Office of Government and Community Relations at the New Jersey Institute of Technology (NJIT) is seeking a talented, detail-oriented, and adaptable Administrative Assistant to provide comprehensive administrative support to the Chief Government and Community Relations Officer. This is a pivotal role with ample opportunities for professional development and growth in a fast-paced and exciting role for an incumbent with multitasking abilities.
As the Administrative Assistant, you will be responsible for managing a heavy calendar, coordinating meetings and events, handling correspondence, organizing reports, and ensuring exceptional stakeholder engagement. Additionally, you will be responsible for overseeing the reception area and supporting outreach efforts to ensure seamless virtual or in-person operations and accessibility. The ideal candidate will have 3-5 years of administrative experience, excellent communication skills, and a strong commitment to NJIT's engaged community mission, and are eager to contribute to the growth of collaborative partnerships with our stakeholders.

Essential Functions:
- Manage and optimize the calendar to effectively schedule meetings, travel, and event arrangements.
- Promptly respond to phone and email inquiries, directing them to the appropriate contacts.
- Prepare professional reports, memos, letters, and maintain accurate meeting minutes.
- Establish and maintain efficient filing and document retrieval systems.
- Research and compile data to support the preparation of documents for meetings, committees, and executives.
- Oversee the reception area, provide a warm welcome to visitors, and prioritize stakeholder interactions.
- Proficiently utilize various software, including word processing, spreadsheets, databases, and presentation tools.
- Analyze and organize incoming communications to ensure timely and appropriate responses.
- Maintain the office's digital drive and online presence to support the office initiatives.
- Deliver seamless administrative support, both in-person and virtually, to ensure uninterrupted operations.

Prerequisite Qualifications:
- Proven experience as an assistant or other relevant administrative support experience.
- Associate's degree required; Bachelor's degree preferred
- 3-5 years administrative assistant experience.
- Excellent organizational, communication, and stakeholder engagement skills.
- Proficiency with Microsoft Office Suite.
- Ability to multitask, prioritize, and maintain confidentiality.
- 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:
OPEIU

Range/Band:
18

FLSA:
Non-Exempt
Full-Time

Additional Information:
Located in the vibrant University
Heights district of downtown Newark, NJ, just 20 minutes from New York City,
NJIT is one of the nation's leading public polytechnic universities. NJIT
offers small-campus intimacy with the resources of a major public research
university. NJIT's faculty and staff take pride in preparing students to be
leaders, innovators, and entrepreneurs in the technology-dependent economy of
the 21st century.

The Office of Government and Community Relations provides strategic vision and
operational leadership for all aspects of the University's government relations
activities at the federal, state, county, and local levels. In addition, the
office implements advocacy strategies to advance the University's mission and
connect with our neighbors, civic groups, and nonprofit organizations for
meaningful engagement. Therefore, the successful candidate must have strong
organizational skills and attention to detail, often needing to balance
multiple competing priorities and be able to maintain strict confidentiality
regarding operational, personnel, University, and other matters.