Business Office Assistant

The College of New Jersey • Ewing, NJ

295d

About The Position

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 QuickBooks. 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.

Requirements

• 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.

Nice To Haves

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

Responsibilities

• 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.
• Packing and unpacking 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.
• 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.
• 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.

Benefits

• Comprehensive benefit plans covering medical, dental and prescription plans
• Generous leave entitlements program and Energy Savings Program
• Employee and dependent Tuition Waiver and Reimbursement Program
• Pension, retirement, and deferred compensation plans, group life insurance
• Employee Assistance Program (EAP)
• Employee affinity groups
• New Jersey State Employee Discount Program (Pet insurance, cell phone plan discounts, discounted amusement park tickets, etc.)
• Access to extensive learning opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED