Assistant to the Chair – Department of Data Science
Full Time
Newark, NJ 07102
Posted
Job description
Title:
Assistant to the Chair – Department of Data Science
Department:
Data Science
Reports To:
Professor, Data Science
Position Type:
Staff
Position Summary:
Under the direction of the Chair of the Department of Data Science, the Assistant to the Chair is responsible for organizing the daily operations of the department and for overall administration of the office staff, department budgets, data analyses and various aspects of the department’s academic and research programs.
Essential Functions:
Financial Management Activities:
This function finds its incumbent providing a full array of services related to the financial operation of the department. By way of illustration and not limitation, this function:
Recruitment Activities:
This function finds its incumbent providing a full array of services related to employee recruitment with a particular focus on faculty and lecturer hiring. By way of illustration and not limitation, this function:
Faculty Promotion and Tenure Activities:
This function finds its incumbent providing a full array of services related to faculty promotion and tenure. By way of illustration and not limitation, this function:
Administrative Activities:
This function finds its incumbent providing a full array of administrative services related to the department's operation. By way of illustration and not limitation, this function:
Additional Functions:
Performs other duties as assigned.
Assistant to the Chair – Department of Data Science
Department:
Data Science
Reports To:
Professor, Data Science
Position Type:
Staff
Position Summary:
Under the direction of the Chair of the Department of Data Science, the Assistant to the Chair is responsible for organizing the daily operations of the department and for overall administration of the office staff, department budgets, data analyses and various aspects of the department’s academic and research programs.
Essential Functions:
Financial Management Activities:
This function finds its incumbent providing a full array of services related to the financial operation of the department. By way of illustration and not limitation, this function:
- Oversees department budgets, determining how to fulfill the needs of the department with available funds.
- Monitors annual budget, primarily as related to equipment, supplies, travel and operating expenses.
- Prepares budget projections. Keeps track of allotted budget for student workers and monitors spending.
- Reviews expenditures for compliance issues to assure NJIT and department policies and procedures are followed. Resolves problems related to purchase orders and invoicing to ensure accurate billing.
- Approves purchase orders and purchase requisitions. Reviews and processes travel and business expense reimbursements. Processes all personnel actions (including those related to summer pay) in a timely manner and actively monitors through to completion.
Recruitment Activities:
This function finds its incumbent providing a full array of services related to employee recruitment with a particular focus on faculty and lecturer hiring. By way of illustration and not limitation, this function:
- Coordinates faculty recruiting and hiring. Prepares advertisements for faculty positions. Works closely with recruiting committees to coordinate interviewing process including maintaining applicant files. Organizes candidate's interview schedule under advisement of Department Chair and/or Search Committee Chair.
- Coordinates travel arrangements and processes external candidate reimbursements efficiently and transparently.
- Oversees arrangements for candidate seminars, including posting and distributing abstracts for interested parties, making room reservations and ordering refreshments, and distributing vita and schedule to interviewers.
- Track personnel lines. Prepares personnel requisition forms for faculty and staff positions. Submits personnel forms to hire employees and follows through to the completion of the hiring process which is the return of signed offer letter.
- Works with faculty and appropriate university offices with respect to securing appropriate employment eligibility for international hires.
- Helps with relocation and with processing reimbursements for relocation.
- Plans and carries out Department of Data Science new faculty orientation each semester.
Faculty Promotion and Tenure Activities:
This function finds its incumbent providing a full array of services related to faculty promotion and tenure. By way of illustration and not limitation, this function:
- Administers activities related to faculty promotion and tenure. Initiates activities related to the promotion of tenure-track faculty, sets up meetings with P & T Committee.
- Notifies all concerned parties of deadlines, sends out requests for letters of recommendation and distribution of procedure to applicants. Tracks the eligibility of faculty based on date of hire and any special arrangements.
- Coordinates annual evaluations for merit process, as well as reappointment of non-tenured and non-tenure-track faculty/instructional staff.
Administrative Activities:
This function finds its incumbent providing a full array of administrative services related to the department's operation. By way of illustration and not limitation, this function:
- Supports Ph.D. administration-related activities.
- Acts as liaison with higher administration with a special attention on establishing and maintaining close connection with the university’s Office of Graduate Studies.
- Replies to inquiries for statistical data from other departments.
- Responds to requests from applicants for program information and literature. Initiates nomination forms. Tracks Ph.D. alumni.
- Oversees the collection and distribution of information for brochures, web sites and other publications pertaining to the department.
- Maintains departmental copy/print equipment and keep a current and sufficient inventory of supplies such as paper, toner, etc.
- Supports faculty with ordering individual supplies.
Additional Functions:
Performs other duties as assigned.
Prerequisite Qualifications:
- Bachelor's degree is required.
- Minimum of five years previous work experience in a comparable administrative position with 1-2 years’ experience working in higher education.
- Understanding of budgeting.
- Proficiency in word processing, spreadsheet, database and business applications, such as Microsoft Office, Google Office Suite and other web technologies including social media.
- Proficiency with student-facing IT systems.
- Must be able to communicate effectively, verbally and in writing.
- At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.
Bargaining Unit:
PSA
Range/Band:
21
FLSA:
Exempt
Full-Time
- As an EEO employer NJIT is committed to building a diverse and inclusive teaching, research, and working environment and strongly encourages applications from individuals with disabilities, minorities, veterans, and women.
- Diversity is a core value of NJIT and we are committed to make diversity, equity and inclusion, part of everything we do. We celebrate the diversity of our university community and
recognize the cultural and personal differences. We strive to cultivate an inclusive campus culture that promotes excellence among
our faculty, staff and students. Building a robust and diverse community is critical to NJIT’s continuing status as a premier institution
of higher education and a leading polytechnic university.
- Employment at NJIT is subject to the provisions of New Jersey First Act which mandates new employees, who are not NJ residents, to establish primary residence in New Jersey within one year of their appointment to certain positions. The law does not apply to any individual employed at NJIT on a temporary or per semester basis as a visiting or adjunct professor, teacher, lecturer, researcher or administrator. For more information on the act
- If special accommodations are needed in applying for a position, please visit the Department of Human Resources located in Fenster Hall, Room 500, University Heights, Newark, NJ 07102 or call (973) 596-3140. If you have questions, please email the Human Resources Department at hr@njit.edu.
- Information regarding NJIT campus security, personal safety, and fire safety including topics such as, disciplinary procedures, crime prevention, NJIT Police law enforcement authority, crime reporting policies, and crime statistics for the most recent three year period is available on the NJIT Department of Public Safety website. If you would like to obtain a copy of NJIT's Annual Security Report containing this information, you may contact the NJIT Department of Public Safety, 154 Summit Street, Newark NJ or by phone at 973-596-3120.
NJIT is an E-Verify employer and uses E-Verify to confirm work authorization of each new hire.
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