LDI Support Specialist

Overview

• 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 s 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.

• 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.

• 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, People Soft, or similar.
• Familiarity with Modern Campus Lifelong Learning and/or Touch Net 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…