Title:
External Relations Assistant

Department:
Office of the Dean - YWCC

Reports To:
Executive Director of External Relations Office of the Dean - YWCC

Position Type:
Staff

Position Summary:
Reporting to the Executive Director of External Relations in NJIT's Ying Wu College of Computing (YWCC), the External Relations Assistant/Coordinator serves as the key point of administrative coordination with external stakeholders including executives, campus recruiters, alumni, and other professionals who partner with YWCC. In this role, the Assistant/Coordinator supports the Executive Director and the College's external relations program to grow, develop, and maintain YWCC's corporate partnerships to meet College goals around student employment opportunities, experiential learning projects, student competitions, corporate upskilling, and faculty research. This position will also provide occasional/back-up support to the operation of the YWCC Office of the Dean in the form of first point of contact reception/handling and calendar management. The incumbent will have an unwavering commitment to the mission and vision of the Ying Wu College of Computing.

Essential Functions:
- Assist in the planning and execution tasks for corporate engagement and student club events including but not limited to room reservations, room set-up requirements, media/av requirements, food & beverage orders, event announcements, event marketing, attendance monitoring, visitor parking and follow up communications.
- Assist in the planning and execution of tasks for student competitions.Coordinate with student clubs as well as the corporate sponsors for these events.
- Draft and distribute email communications to YWCC students relating to job and internship opportunities.
- Work closely with staff, departments, administration and select corporate partners to grow, develop, and maintain relationships with existing partners.
- Facilitate effective stewardship of corporate relationships through reporting, ongoing contact, and public recognition of engagement.
- Develop internal communication methods to keep student professional development and experiential learning teams informed of external activities.
- Represent YWCC at professional events and meetings.
- Use knowledge of university, campus and college and knowledge of corporate relations programs to ensure timely, accurate responses to requests for information.
- Build and keep accurate/current contact information and relationship records.
- Independently perform research on companies to identify corporate engagement opportunities, evaluate potential leads from this research, and initiate relationships with same.
- Coordinate the development of meeting agendas and records/minutes for key meetings.
- Provide general administrative office support.
- Organize electronic documents, digital photo files, paper files, etc.
- Process and track contracts/agreements, invoices, expense reports, outstanding payments.
- Order supplies and materials; manage shipping and delivery of materials as needed (especially for corporate sponsored events).
- On occasion and as needed, serve as first point of contact for the YWCC Office of the Dean; greet and assist visitors and callers in a discrete, professional manner and provide accurate information to same.
- Manage the calendar of the Executive Director of External Relations and also step in to handle the Dean's calendar as needed.The primary focus of calendar management will be related to External Relations Knowledge and awareness of the Dean's calendar is crucial not only to the daily operation of the Dean's Office/YWCC operation but of particular importance in support of YWCC's External Relations program.
- Other duties as assigned.

Prerequisite Qualifications:
- Associate degree required.
- A minimum of two years of experience in a relevant professional role in higher education, sales, corporate engagement, business development, relationship management, corporate recruitment, alumni engagement, and/or other related field.
- Experience in a "sales" setting so as to utilize for success in YWCC external relations' efforts.
- Experience with Microsoft Office (Word, Excel, PowerPoint, MS Teams), Adobe Acrobat, Zoom, and Google technologies.
- Familiar with Salesforce and/or other constituent relationship management tools and mailing systems.
- Experience with planning and managing event logistics.
- Excellent written and verbal communication skills.
- High degree of cultural competence and belief in the value of diverse backgrounds, perspectives, and experiences.
- 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:
- Strong work ethic; reliable.
- Ability to troubleshoot and to work independently with limited supervision, a self-starter.
- Ability to maintain confidentiality.
- Detail-oriented problem solver with exceptional interpersonal skills.
- Friendly, outgoing.
- Understanding of how best to embody the values and professionalism consistent with those who work in a Dean's Office especially as it relates to external relations.
- Demonstrated interest in professional growth and continuous learning with awareness of how one's position contributes to the overall success of the program/operation.

Bargaining Unit:
OPEIU

Range/Band:
16

FLSA:
Non-Exempt
Full-Time