Address
Form of work
SalaryTitle:
Executive Secretary to the Board
Department:
NJTPA
Reports To:
Director Communications & Public Affairs
Position Type:
Staff
Position Summary:
Under the supervision of the Director of Public Affairs, the Committee Support Administrator provides administrative and logistical support to the NJTPA Board of Trustees and its committees, including coordinating the meeting preparation process, drafting meeting minutes and reports, maintaining contact lists, compiling, and distributing meeting packages, and all other related tasks. Meeting formats include virtual, in-person and hybrid. Applicants should be comfortable working in all these settings. This position also assists in maintaining the NJTPA’s website, distributes electronic mailings, and performs related tasks.
Essential Functions:
Additional Functions:
Prerequisite Qualifications:
Director Communications & Public Affairs
Position Type:
Staff
Position Summary:
Under the supervision of the Director of Public Affairs, the Committee Support Administrator provides administrative and logistical support to the NJTPA Board of Trustees and its committees, including coordinating the meeting preparation process, drafting meeting minutes and reports, maintaining contact lists, compiling, and distributing meeting packages, and all other related tasks. Meeting formats include virtual, in-person and hybrid. Applicants should be comfortable working in all these settings. This position also assists in maintaining the NJTPA’s website, distributes electronic mailings, and performs related tasks.
Essential Functions:
- Provide administrative and logistical support to the NJTPA Board of Trustees, and its committees in coordination with senior staff at the NJTPA.
- Schedule committee meetings, compile meeting agendas, edit resolutions and supporting documents gathered from various departments, organize the agenda packages, and distribute materials on a timely basis.
- Serve as the clerk of the Board of Trustees and its committees, conducting rollcall votes and other duties during the meetings and preparing concise minutes.
- Draft reports for committee chairs, highlighting activities of their respective committees to the Board of Trustees.
- Maintain the official roster and mailing list of NJTPA Board and Committee members and assist staff in communicating with these members when necessary. Maintain other contact lists, including Mailchimp e-list.
- Distribute meeting information, documents, and NJTPA-related news via email and Mailchimp-based distribution lists.
- Maintain a searchable archive of all NJTPA Board agenda, minutes, resolutions, etc.
Additional Functions:
- As needed, assist with website content, including posting calendar items, updating pages, and sharing transportation news articles.
- Performs other duties as assigned.
Prerequisite Qualifications:
- Degree from an accredited college or university.
- 2-3 years related experience providing administrative support to a Board, governing body, or similar organization.
- Demonstrated relevant writing, editing, and organizational skills.
- Knowledge of MS Office Suite – particularly, Word, Outlook, SharePoint, and Teams.
- 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.
Preferred Qualifications:
- Familiarity with Roberts Rules of Order and the Open Public Meetings Act.
- Experience using Zoom and other virtual meeting platforms.
- Familiarity with website functioning and/or experience with basic website administration.
- Interest in/familiarity with transportation and/or urban planning.
Bargaining Unit:
PSA
Range/Band:
23
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.
- As a Minority Serving Institution and Asian-American and Native American Pacific Islander Serving Institution, diversity is a core value of NJIT and we are committed to making diversity, equity, inclusion, and belonging, part of everything we do. We celebrate the diversity of our university community and recognize the cultural and personal differences each member of the community brings to NJIT. 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.
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- NJIT is an E-Verify employer and uses E-Verify to confirm work authorization of each new hire.
