Office Manager, Chemical Engineering and Materials Science

Stevens Institute of Technology - Hoboken, NJ

Full-time - Mid Level

Hoboken, NJ

5,001-10,000 employees

Educational Services

About the position

The Office Manager for the Department of Chemical Engineering and Materials Science is responsible for overseeing all administrative functions within the department. This role involves managing office facilities, supplies, budgets, human resources, and providing administrative support to faculty and administrators. The Office Manager ensures smooth daily operations and effective execution of tasks, while also coordinating major department activities and liaising with various internal and external offices.

Responsibilities

• Work closely with the Department Chair to ensure daily office operations are smooth, effective, and efficient.
• Organize and maintain office procedures and ensure effective execution of daily tasks.
• Ensure that the office remains in an effective operational state, including facilities, IT resources, and general supplies.
• Ensure proper office coverage at all times.
• Maintain office supplies and coordinate maintenance of office and lab equipment to meet the teaching and research needs of the department.
• Act as the administrative interface to the Dean's office, Registrar's office, Student Services, Facilities, Procurement, Student Employment Office and various departments.
• Maintain and track office management expenses and budgets through the Kuali Financial System, providing monthly budget/expense reports.
• Process all orders, requisitions, PCard reconciliations, invoices, and payments through various accounting systems.
• Manage processes, provide trainings, and submit paperwork for all travel reimbursements for students, faculty, and faculty candidates.
• Collaborate with Department Chair and SES Financial Team on budgets, reconciling department and research accounts and other financial processes.
• Liaise with Office of Sponsored Accounting, Office of Sponsored Programs, Division of Finance, and Human Resources for financial procedures.
• Coordinate major department activities, such as faculty meetings and student events.
• Draft agendas, coordinate scheduling and attendance, oversee room bookings, coordinate catering, and oversee any AV needs or additional materials.
• Manage Human Resource administrative processes including hiring and training of faculty and staff.
• Create job requisitions in Workday, as needed, and coordinate interviews and schedules.
• Oversee and process all faculty and adjunct salary requests, PhD stipends and tuition requests for departmental and research accounts.
• Collaborate with the SES Assistant Dean of Faculty Affairs, ISSS, and HR on faculty appointments and reappointments.
• Process student appointments in Workday for Graders and Teaching/Research Assistants.
• Act as the administrative interface externally with Stevens' partners, sponsors and others.

Requirements

• Bachelor's degree preferred or equivalent combination of education and experience.
• Minimum of 5 years of administrative professional experience, preferably in higher education or other industry experience.
• Experience working with office budgets, and office organization and procedures.
• Strong written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Proficient in the use of MS Office Suite tools.
• Ability to multitask and produce quality work under aggressive deadlines.
• Good judgment, tact, diplomacy, and discretion.
• Excellent problem-solving and follow-through skills.
• Dependable, reliable, and flexible.

Nice-to-haves

• Experience in higher education administration.
• Familiarity with Workday and Kuali Financial System.

Benefits

• Health insurance coverage
• Dental insurance coverage
• 401k retirement savings plan
• Paid holidays
• Flexible scheduling options
• Professional development opportunities