LDI Support Specialist - 2 years

Title:
LDI Support Specialist - 2 years

Department:
Assoc Provost Continued Learning Of

Reports To:
Director of Operations and Administration

Position Type:
Staff

Position Summary:
The LDI Support Specialist plays a critical role in supporting the operational, financial, and administrative functions of the Learning and Development Initiative (LDI), a non-credit division at NJIT. This position ensures effective fiscal management, compliance with institutional policies, smooth operational workflows, and high-quality administrative support for programs, subject matter experts (SMEs), staff, and external partners.

The LDI Support Specialist fosters a culture of responsible stewardship and enables leadership to focus on strategic growth, learner success, and program innovation. The LDI Support Specialist will be instrumental in helping build the infrastructure, processes, and standard operating procedures (SOPs) for the LDI, while primarily supporting the administrative tasks and operational needs of the LDI team. The role requires close synergy with the LDI team as well as internal NJIT departments, including Sponsored Research (Pre- and Post-Award), Event Services, Budgeting and Finance, Information Services and Technology, Bursar, and Communications and Marketing.

Essential Functions:
-Under the supervision of the Director of Operations and the Director of Learning and Development, serve as the point person/liaison for financial procedures to support grant-funded projects.
-Assist the Director of Operations and Administration with routine budget tracking.
-Prepare and submit requisitions for office supplies, program materials, and equipment in accordance with university policies.
-Process invoices for accounts receivable and track accounts payable to ensure timely follow-up.
-Support vendor setup and contract coordination for SMEs, consultants, and clients.
-Under the supervision of the Director of Operations and the Director of Learning and Development, serve as the operational and administrative point person for grant-funded projects.
-Assist with preparation of printed collateral and materials needed for sessions, events, and conferences.
-Help maintain and update standard operating procedures (SOPs) as directed by the Director of Operations and Administration.
-Maintain a monthly inventory of office supplies and materials based on team needs.
-Submit vendor onboarding requests and track status updates.
-Assist with scheduling team meetings, recording meeting minutes, and arranging meals when needed.
-Coordinate instructor schedules for training sessions, including sending communications and confirming logistics.
-Arrange parking and building access for external guests.
-Track and distribute incoming mail and packages.
-Support LDI-hosted events by preparing run-of-show documents and logistics checklists based on established templates.
-Collect, enter, and maintain registration and enrollment data.
-Maintain organized financial and administrative records for auditing and accreditation.
-Support the development of social media posts, articles, and advertisements in collaboration with STRATCOM and program staff.

Additional Functions:
-Assist with other cross-functional operational and administrative tasks.
-Perform other duties as assigned.

Prerequisite Qualifications:
-Associate's Degree or a minimum of 5 years of years of progressively responsible experience in a financial or administrative support role.
-Relevant experience in a university or higher education setting.
-Strong understanding of budgeting, procurement, and financial reconciliation processes.
-Excellent organizational skills with the ability to manage multiple priorities and deadlines.
-Demonstrated proficiency with administrative systems such as Banner, Workday, PeopleSoft, or similar.
-Familiarity with Modern Campus Lifelong Learning and/or TouchNet Marketplace and UPay modules.
-Strong knowledge of customer service principles and excellent oral and written communication skills.
-Proficiency in Google Workspace.
-Exceptional attention to detail and accuracy across financial, administrative, and operational tasks.
-Commitment to confidentiality and professional handling of sensitive information.
-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:
-Bachelor's degree with 5 years of relevant experience in a university or higher education setting.
-Proficiency with social media platforms such as LinkedIn and Meta Business Suite.
-Ability to work in a fast-paced environment, multitask, and take direction effectively.
-Experience in higher education, continuing education, or non-credit programs.
-Familiarity with grant reporting and compliance.
-Knowledge of university financial systems, procurement procedures, and HR processes.
-Strong fiscal and budget awareness with responsible stewardship practices.
-Effective collaboration skills and ability to contribute to cross-functional teams.
-Proactive problem-solving and the ability to identify and address challenges.
-Adaptability and flexibility in a dynamic, evolving program environment.

Bargaining Unit:
PSA

Range/Band:
24

Salary Information:
In compliance with the NJ Pay Transparency Law, the negotiated annual salary range for this position is $66,844.56-$124,923.48 (USD). NJIT considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. This pay range represents base pay only and excludes any additional items such as incentives, bonuses or other items.

To learn more about the comprehensive benefits NJIT offers for this position, please visit our benefits page: https://hr.njit.edu/health-benefits.

FLSA:
Exempt
Full-Time