Agile Strategy Lab - Office Coordinator

Newark, New Jersey, United States Full-time

Position Summary -

The incumbent will be responsible for providing receptionist and related customer services, as well as secretarial duties.  These duties will include but are not limited to

The New Jersey Innovation Institute. 

 

Reports to –

Director, Administrative Services

 

Essential Job Functions -

  • Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
  • Coordinates, and has direct responsibility for, a project or specific set of tasks

related to a function or program or department/business unit.

  • Directs visitors by maintaining employee and department directories; giving instructions.
  • Meet with sponsors and committees to plan scope and format of events and to review

event progress on a regular basis.

  • Provides for smooth day-to-day flow of communications with all other departments relative to organizing events; i.e. Physical Plant, Media Services, Telecom, Gourmet

Dining, Parking, Security Office

  • Identify best options with respect to layout specifications, locations, costs, reservations policies and other demographic details.
  • Create a day-by-day, hourly conference schedule with respect to staffing and other

Program responsibilities for each event managed.

  • Serves as a liasion with external institutions, other offices and clients.
  • Maintains continuity as it relates to access by documenting and communicating actions, irregularities, and continuing needs.
  • Maintains a safe and clean reception area by complying with procedures, rules and

regulations.

  • Coordinates and handles phone coverage and other support services.
  • Contributes to team effort by accomplishing related results as needed.
  • Develops electronic documents using Microsoft's Office products (such as Excel, Word, Explorer, PowerPoint, and Access)
  • Coordinates appointments, and conference room calendars.
  • Coordinating meetings
  • Above-average file Auditing Skills and Record Keeping
  • Responsible for purchasing appropriate and adequate office supplies, to maintain appropriate inventory.
  • Coordinating maintenance and repair of office equipment with vendors
  • Maintenance of Coffee unit in office
  • Filing System Maintenance: Within this function, the incumbent will be responsible for constructing and maintaining an accurate filing system. This includes, but is not limited to:
  • Maintaining project files – invoices and reimbursement documents.

 

Skills and Knowledge -

  • Skill in exercising a high degree of initiative, judgment, discretion and decision-making to achieve organization objectives. 
  • Skill in analyzing situations accurately and taking effective action. 

  

Preferred Qualifications -

  • Performs other duties as assigned
  • Creativity/Innovation: Generates novel and valuable ideas and uses these ideas to develop new or improved processes, methods, systems, or services.
  • Customer Focus: Focuses one's efforts on identifying and meeting internal and external customer's needs in a manner that provides satisfaction for the customer, within the parameters of the position and the available resources, cognizant of organizational policy and authorized practices.
  • Honesty and Integrity: Acts in accordance with all organizational policies, procedures and expectations.
  • Initiative: Evaluates, selects and acts on various methods and strategies for solving problems and meeting objectives within parameters of position before being asked or required to do so; self-directed rather than passively complying with instructions or assignments.
  • Teamwork/Team Orientation: Willingly cooperates and works collaboratively toward solutions which generally benefit all involved parties; works cooperatively with others to accomplish organizational objectives.
  • People oriented individual with an outgoing personality who is a team player.
  • Prioritization of work related projects.
  • Technical and computer skills. Strong analytical and problem solving skills.
  • Good oral and written communications skills.
  • Excellent organization

Qualifications –

  1. Education Requirements

High school degree required.

  1. Experience Requirements

Minimum of 5 years of experience in a fast-paced, high-volume environment handling reception’s office and administrative duties.

Knowledge/Skills Requirements

Working knowledge of Microsoft Office Suite. People oriented individual with an outgoing personality and who is a team player. Tim Management Skills. Attention to Detail. Prioritization. Technical and computer skills. Strong analytical and problem-solving skills. Good oral and written communication skills. Excellent organization.

 

 

Apply for this opening at http://njii.recruiterbox.com/jobs/fk012c1?apply=true