Newark, NJ Full-time

Position Summary -

The incumbent will be responsible for providing receptionist and related customer service, as well as secretarial duties. The individual will also provide assistance to the Administration Manager and other Managers/Directors and Building Tenants.


Reports to –

Manager, Administration


Supervises –



Essential Functions -

  • Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
  • Directs visitors by maintaining employee and department directories; giving instructions.
  • Maintains security by following procedures; monitoring logbook; issuing visitor badges.
  • Maintains telecommunication system by following manufacturer's instructions for house phone and console operation.
  • Maintains safe and clean reception area and kitchen/lounge area by complying with procedures, rules, and regulations. This includes surface washing/wiping of the following appliances, but is not limited to:
    • Refrigerator
    • Dishwasher
    • Sink
    • Counters
    • Coffee machine maintenance
  • Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
  • Coordinating and handling phone coverage and other support services.
  • Developing electronic documents using Microsoft's Office products (such as Excel, Word, Explorer, PowerPoint, and Access)
  • Coordinating communications and appointments via Google Calendar
  • Completes requests for visitor parking and relays information to visitor
  • Assists in creating Expense Reports via Chrome River
  • Coordinating Conference Room scheduling and posting
  • Checks mail daily; receives packages for tenants; maintains package log
  • Oversees inventory of office and coffee supplies. Alerts managers when additional supplies are needed.
  • Coordinating maintenance and repair of office equipment and facilities with vendors and NJIT Facilities Dept
  • Coordinating meetings and special events.
  • 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.
  • Maintaining a variety of report records and files and process payroll input documents.
  • Completes Audits on filing systems for completeness


Additional Duties -

  • Contributes to team effort by accomplishing related results as needed.
  • 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.


Preferred Qualifications

  • 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 and who is a team player.


Required Qualifications –

  1. Education Requirements

High school degree required.

  1. Experience Requirements

5 years of experience in a fast-paced, high-volume environment handling all of the responsibilities listed.

  1. Knowledge/Skills Requirements

Demonstrated working knowledge of Microsoft Office Suite and Google Calendar/Email



*At NJII’s discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate to the satisfaction of the organization, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

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