Office Coordinator

Newark, NJ Full-time

Position Summary -

This position’s main function is to provide administrative coordination of the office, such as office reception, developing documents, editing, archiving, creating presentations, monitoring time and attendance, and supporting the team. This position coordinates with NJII’s Administrative Office to roll-out new tasks and to standardize, complete, and monitor follow-up/audit as required.  As directed, this position coordinates all customer service and support related issues.


Reports to – Manager, Administration


Supervises – No direct reports


Essential Functions:

  • Is responsible for the management of the day-to-day operations of the office
  • Coordinates office visitors and telephone calls by maintaining employee and department directories; giving instructions, issuing visitor badges, and maintaining security.
  • 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.
  • Develops electronic documents using Microsoft's Office products (such as Excel, Word, Explorer, PowerPoint, and Access)
  • Assists in creating Expense Reports via Chrome River
  • Purchasing appropriate and adequate office and kitchen supplies, to maintain appropriate inventory.
  • Manages administrative support services; entering facilities/maintenance tickets, custodial operations, security, mail receiving, logging, and distribution, requesting parking reservations, internal and external vendors, and other office support services.
  • Assists with NJII’s onboarding/hiring process in conjunction with NJIT.
  • Coordinates and handles GoogleCalendars, conference rooms, meetings & events, office coverage, and other support services.
  • Supports operations by assisting staff; planning, organizing, and implementing administrative systems.
  • 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 processing payroll input documents.
    • Completes Audits on filing systems for completeness


Additional Functions -

  • Assists in GPTN physician recruiting activities.
  • Develops and maintains a strong work relationship with key NJII Employees, leaders and contacts with other partners.
  • Evidence based: Uses metrics/data to develop or improve processes, methods, systems, or services.
  • Creativity/Innovation: Generates novel and valuable ideas and uses these ideas to develop new or improved processes, methods, systems, or services.
  • Participates with the Senior Staff on administrative projects as required.
  • All other tasks as needed: Accepts any/all tasks as required.


Qualifications -

  1. Education requirements:

High school degree or equivalent required.

  1. Experience requirements:

Minimum 5 years’ experience in a fast-paced, high-volume environment handling the responsibilities listed. Healthcare experience is preferred but not required.

  1. Knowledge/Skills requirements:
  • Needs great communication skills (professionally articulate and professional writing skills)
  • Competent math skills
  • Proficient knowledge of Microsoft Office Suite; Excel and Word in particular. Should also have an excellent knowledge of computers and technology.
  • Must demonstrate stellar customer service skills.


Preferred Qualifications -

  • College Degree or some College preferred.
  • Honesty and Integrity: Follows all organizational policies, procedures and expectations.
  • Initiative: Seeks out work when needed; self-directed and autonomous
  • Teamwork/Team Orientation: Willingly cooperates and works collaboratively toward solutions which generally benefit all involved parties.
  • 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.
  • Creative & Innovative working style
  • Adapting to Change: responds to change with a positive attitude; flexible with change
  • Must produce accurate work efficiently and effectively.
  • Must be able to multi-task in a fast-paced organization.
  • People oriented individual with an outgoing personality and who is a team player.


*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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