Business Office Assistant

Business Office Assistant – Full-Time – Hybrid Eligible

Description

The Sustainability Institute is a dynamic “think and do” tank managing the award-winning Sustainable Jersey Certification Program and a growing portfolio of grant‑funded initiatives. We partner with state agencies, nonprofits, and industry leaders to promote best practices that empower communities to take action on sustainability, resiliency, and climate solutions. The Business Office Assistant provides essential administrative and financial support to ensure the efficient operation of the office.

Responsibilities include processing accounts payable and receivable, assisting with payroll and grant reporting, and generating financial reports using systems such as Oracle or Quick Books. The role also involves managing office supplies, equipment, and work orders, coordinating employee onboarding and travel reimbursements, and supporting event logistics (ticket sales, supply orders, setup, and registration). This position requires strong organizational skills, attention to detail, and the ability to multitask in a dynamic environment.

• Assist business manager in processing accounts payable and accounts receivable transactions such as requisitions, purchase orders, invoices, and credit card statements.
• Collate documentation to meet grant reporting requirements.
• Generate financial reports from online financial systems such as Oracle or Quick Books.
• Process payroll for contingent workers via ADP.
• Maintain the Institute’s online filing systems to provide easy access to financial records.

• Assist the Business Manager with event ticket sales, processing purchase orders, and reconciling payments.
• Process and manage conference supply orders.
• Pack and unpack event materials.
• Attend events to assist with set‑up/take‑down, registration and other duties as assigned.

• Coordinate employee onboarding, including assigning computers, ordering telephones or access codes, arranging office space, ordering business cards, issuing keys, and adding employees to copy machines.
• Process staff travel requests and reimbursements, including creating annual and conference‑specific travel requests, verifying reimbursement accuracy, and confirming grant payment accounts with the Business Manager.
• Schedule meetings, securing appropriate locations, ordering a/v equipment and refreshments, and securing parking passes.

• Manage office supplies and equipment, including maintaining inventories and ordering items for general operations or to support conferences and events.
• Maintain office printers, scheduling repairs, ordering supplies, and assisting staff with cartridge replacements.
• Track computer inventory and prepare orders in coordination with the Business Manager, ensuring proper payment coding via TCNJ systems.
• Process TCNJ work orders to support staff needs.

• High school diploma or equivalent.
• 5+ years of experience in administrative, office support, or financial roles.
• Familiarity with basic financial processes such as budgeting, procurement, accounts payable/receivable, and financial reporting.
• High proficiency in Microsoft Office Suite (particularly Excel).
• Ability to manage multiple tasks and meet deadlines in a fast‑paced environment while paying attention to detail and accuracy.
• Ability to respond to inquiries from vendors, contractors, funders, TCNJ departments and coworkers to resolve issues in a responsive and positive manner.
• Problem‑solving skills and the ability to work both independently and collaboratively.

• Associate degree or higher in Business Administration, Accounting, or a related field.

Persons with disabilities may request reasonable accommodations in order to perform the essential functions of the position. If the requested accommodation(s) cannot be made because it would cause the employer undue hardship, the applicant may not be eligible for the position.

• Final offer of employment is contingent upon the successful completion of a background check and reference checks.

• Comprehensive benefit…