Business Office Assistant

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 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.

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: In accordance with the New Jersey First Act P.L. 2011 c.70, effective September 1, 2011, new public employees in certain positions (faculty exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants must meet the requirements listed.

About TCNJ

TCNJ is a highly selective institution that has earned national recognition for its commitment to excellence. Founded in 1855, TCNJ has become an exemplar of the best in public higher education and is consistently acknowledged as one of the top comprehensive colleges in the nation. TCNJ currently is ranked as one of the 75 "Most Competitive" schools in the nation by Barron's Profiles of American Colleges and is rated the No. 1 public institution in the northern region of the country by U.S. News & World Report. TCNJ was named the #10 value in public higher education by the Princeton review in 2009 and, in 2006, was awarded a Phi Beta Kappa chapter - an honor shared by less than 10 percent of colleges and universities nationally. A strong liberal arts core forms the foundation for programs offered through TCNJ's seven schools - Arts & Communication; Business; Education; Humanities and Social Sciences; Science; Nursing, Health, and Exercise Science; and Engineering. TCNJ faculty members are teacher-scholars who share a commitment to liberal learning. TCNJ is located within an hour, by train, of New York City and Philadelphia. The College's campus is set on 289 tree-lined acres in suburban Ewing Township and is known for its natural beauty and has 39 major buildings.

Employee Benefits:

As a member of The College of New Jersey Community, you will be a part of an exciting and rewarding public university career. Eligible full-time employees will be able to take advantage of a generous benefits package that includes health, welfare, and retirement benefits, including:

• 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

To view a comprehensive list of benefits available to employees, visit our Health Benefits Plans and Programs page to learn more!

Application Instructions

Qualified candidates should apply online at: careers@tcnj.edu and submit a letter of interest, resume (CV), as well as the names and contact information for three professional references. Applications will be considered until a viable candidate is selected.