Business Office Assistant

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Join to apply for the Business Office Assistant role at The College of New Jersey

To enrich education through diversity, The College of New Jersey is an Equal Opportunity Employer. The College has a strong commitment to achieving diversity among faculty and staff, and strongly encourages women and members of underrepresented groups to apply.

Job Title: Business Office Assistant - Full-Time - Hybrid Eligible

Union Description: Grant

Position Summary:

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, as well as coordinating employee onboarding and travel reimbursements.

Additionally, the Business Office Assistant supports event logistics, including ticket sales, supply orders, and on-site setup and registration. This position requires strong organizational skills, attention to detail, and the ability to multitask in a dynamic environment.

Are you an organized, detail-oriented professional looking to make a difference? Join the Sustainability Institute at The College of New Jersey and support cutting-edge sustainability programs that drive real impact across New Jersey!

Main Responsibilities:

Financial Management

• 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.

Event Support

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

Administrative Functions

• 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.
• Processing 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.
• Scheduling meetings including, securing appropriate locations, ordering a/v equipment, and refreshments, securing parking passes.

Office Operations

• Manage office supplies and equipment including maintaining inventories and ordering items for general operations or to support conferences and events.
• Maintain office printers, including 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.

Required Qualifications :

• 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 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.

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.



Preferred Qualifications :

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

Employer

Qualifications:

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