Overview
Administrative Assistant Jobs in Newark, NJ at Symbal Education
Campus Location Main Campus (Memphis, TN) Position Number 012635 Category Staff (Hourly/Monthly) Department Electrical Computer Engineering Minimum Position Qualifications
Bachelor’s degree and two (2) years of administrative office experience. Relevant experience may substitute for the required education.
Applicants must be authorized to work in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.
Special Conditions
Work Schedule
Monday – Friday
8:00 a.m. – 4:30 p.m.
May need to work/travel beyond normal work schedule.
Posting Date 03/10/2025 Closing Date 03/14/2025 Open Until Screening Begins Hiring Range $50,000 – $55,000 per year Full-Time/Part-Time Full-Time: Benefits Eligible Working Conditions
While performing the duties of this job, the employee is regularly required to sit; use hands to handle, or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.
Additional Working Conditions Special Instructions to Applicants Is this posting for UofM employees only? No Positions Supervised
May supervise student workers and/or graduate assistants.
Knowledge, Skills, and Abilities
Knowledge of Banner or other ERP systems
Skilled in managing different budget types such as grants and reporting.
Ability to implement and develop internal office procedures to ensure the office is run with efficiency in conjunction with institutional policies and procedures.
Ability to coordinate and maintain the calendar for the office.
Knowledge of office systems including Microsoft Office Suite products (Excel, Word, PowerPoint, Outlook, etc.).
Ability to work with a diverse group of faculty, staff and students and communicate effectively with all levels.
Additional Position Information Benefits of Employment (Applies to full-time, non-police employees only)
Job Duties
Duties & Responsibilities
Financial Management (not grant/contract related): Prepares and reviews financial documents; manages operating budgets: department accounts, revenue accounts, grant accounts; utilizes Banner Self Services, Banner Admin Pages, Banner E-print, OnBase, and TigerBuy systems; monitors foundation accounts; reviews forms for compliance. Investigates and resolve any accounting discrepancies; controls expenditures in accordance with department goals, objectives, and budget. Evaluate and recommend or implement improvements in cost control practices; analyzes and interpret financial data and other information. Monitor and maintain inventory of supplies, reordering as necessary. Responds to inquiries from outside the department; conduct research as necessary and compose appropriate responses. Assists in preparing the budget by forecasting the Department’s operating requirements, monitors expenses, prepares forms and documentation for expenditures, and prepares any necessary related reports.
Duties & Responsibilities
Administrative/Clerical Support: Order supplies using TigerBuy system; submits monthly copier meter readings; collect and distribute mail. Maintain key inventory by ordering keys using WORQ system, issuing keys to personnel and collecting keys upon personnel departure. Maintain supervisor’s calendar; scheduled meetings and events by making reservation/rental/audiovisual/catering arrangements. Record, prepare, and distribute departmental meeting minutes. reserves space using the EMS system; utilizes WorkForum system: position management and Applicant Tracking Sections. Records maintenance for all faculty, student, and employee files. Records maintenance for Accreditation Board of Engineering and Technology files. Helps prepare communication documents or newsletters. Makes travel arrangements for faculty, student, and visitors and creates travel POs. Coordinates hiring student worker employees, interviews candidates, arranges work schedules, and supervises their work. Prepares documents for domestic and non-domestic employees and students. Writes and edits publications and coordinates activities for printed materials.
Duties & Responsibilities
Human Resource (non-faculty): Utilizes Banner Admin Pages for HR matters; prepares appointment forms for non-faculty employees; Assists supervisor with or organizes non-faculty searches. Enters graduate assistant e-contracts; acknowledges timesheets and leave reports; prepares personnel forms for payroll, recruiting, and new hire actions. Advises staff on financial, technical, and operational matters. Instructs and orients new members of staff, faculty, or administration.
Duties & Responsibilities
Faculty Admin Services (faculty): Composes candidate schedules from arrival to part-time instruction appointment paperwork. Prepares documents for domestic and non-domestic employees and students. Ensures completion of all documentation and collection of all documents.
Duties & Responsibilities
Faculty Support: Prepares documents for domestic and non-domestic employers and students. Makes faculty travel arrangements; prepares travel purchase orders; prepares travel claims. Prepares cash reimbursement requests; prepares meal reimbursement requests. Copies, prints, and distributes class materials. Prepares faculty summer compensation e-Contracts. Assists in the Tenure & Promotion process. Provides guidance in the adherence of University, State, and Federal policies and regulations. Assists with effort certification as needed.
Duties & Responsibilities
Academic Program Support: Assists with class schedule; enters course schedule in Banner and submits work orders to the registrar for course schedule changes and course section creation. Verifies course enrollment and prepares reports for the Department chair. Assists Graduate Coordinator with a collection of assessment rubrics for SACS accreditation. Prepares graduate student financial support letters. Completes student information surveys from NIH, ASEE, IEEE etc.
Duties & Responsibilities
Student Support: Monitors undergraduate and graduate student semester registration. Monitors graduation progress for undergraduate and graduate students. Counsel students on courses and credit hours and requests course section generation. Issues permits for registration using Banner system. Supports undergraduate and graduate students. Prepares graduate assistant E-Contracts.
Duties & Responsibilities
Technology Management: Graduate Admissions database; assists Graduate Coordinator in admitting Graduate Students using the WebAdmit system at Department Level. Maintains updated e-mail addresses list for department students each semester to send out information as needed. Prepares surveys; gathers data from OIR and other sources and analyzes data. Maintains alumni database. Assists with social media and department website.
Duties & Responsibilities
Grant/Contracts Financial Management: Assists grant or contract submissions, data, and budgets. Provide assistance or training to faculty and staff; prepares cost transfers. Monitors expenses for extraordinary circumstances. Manages and monitors grant budgets utilizing Banner and Researcher Dashboard systems. Monitors personnel splits and grant recovery; monitors IDCR. Requests and coordinates advance accounts and cost share accounts as needed. Analyzes and interprets financial data and other information.
Duties & Responsibilities
Grant/Contract Compliance: Monitors and ensures compliance to federal, state, and other regulations. Assists in the development and implementation of internal operating procedures, enforces rules and regulations, and ensures the smooth flow of operations. Reviews internal policies and operating procedures, and makes recommendations for improvements.
Duties & Responsibilities
Special Events: Make arrangements for the departmental annual poster competition, conferences, seminars, and external speakers including registration, catering, space requirements, travel, honorarium payments, and event advertisements; responds to inquiries from outside the department; conduct research as necessary and compose an appropriate response.
Duties & Responsibilities
Responds to inquiries from internal and external customers; conduct research as necessary and compose an appropriate response. Serves as an information resource to internal staff and outside departments; provides advice and counsel; assists faculty, staff, and students with complex inquiries, problems or projects that require independent judgment and interpretation of policies and procedures. Assists in the development and implementation of internal operating procedures, enforces rules and regulations, and ensures the smooth flow of operations; takes corrective action when needed.
Duties & Responsibilities
Other duties as assigned.
Title: Administrative Assistant
Company: Symbal Education
Location: Newark, NJ
