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Department and Team Coordinator

Woodcliff Lake, New Jersey 07675

Job ID: 8272 Category: Professional

Key Responsibilities

  • Arrange meetings, coordinating all relevant stakeholders, attend management meetings and others, including collating agendas, coordinating and distributing all relevant papers and action logs
  • Oversee expense management for the Department head
  • Coordinate travel arrangements and expense reports
  • Organize quarterly Group University team meetings, team building, forums, social events;
  • Provide support to the wider group university team where needed
  • Arranging hospitality and event logistics for departmental events
  • Manage department office supplies purchases
  • Group University building:  Act as the “concierge”, the “go-to” expert regarding the Group University location and related training rooms. Act as the focal point for associates and visitors providing exceptional customer service during every interaction whether in-person or via the telephone.
  • Support all new team members in on boarding process, systems, accesses, approvals
  • Maintain Group University Organization charts and manage changes, communication and distribution.
  • Manage Group University marketing/communications. Manage and update Group University infonet pages.  Gather timely inputs for all Group University communications, update all media accordingly, FB, Insta, Centernet
  • Prepare PowerPoint presentations using information and data provided
  • SAP/IFT Process invoices and purchase orders occasionally
  • Provide ad hoc project support where needed


Key Competencies

  • Communication skills
  • Business acumen/information gathering and monitoring skills
  • Problem analysis and problem solving skills
  • Judgment and decision-making ability
  • Initiative
  • Confidentiality
  • Team member
  • Attention to detail and accuracy
  • Adaptability
  • Ownership


Principle Accountabilities & Deliverables

  • Meeting Management
  • Arrange meetings; manage calendars, secure the location for the meeting, and prepare any materials that are needed for the meeting. Meetings include bi-weekly management meetings, Quarterly Group University meetings.  Our Client's Group University events, assist in coordination of pre-event meetings, coordinate event logistics, ensure all participating are kept informed of location and event schedules Arrange team building events and group university social gatherings in conjunction with other volunteers.
  • Assist Manager in daily operations as they arise
  • Travel and Expense management:
  • Arrange Department manager travel, flights, hotel rooms and rental cars, coordinate various details into seamless itinerary.  Manage expense claims process thereafter. 
  • Group University Concierge/Expert:
  • Be the known “go-to” person for all requests and concerns regarding the Group University facility.  Ensure vendors engaged in delivering training on site have what is needed to run successful training within skyboxes and other university training units.  Ensure meeting rooms are presented well and in working order and fully stocked with necessary training materials.
  • Ensure that Group University office guests are greeted and managed as customers.
  • Deliver new hires a new starter induction package and manage their induction program with the relevant managers.  Including ownership of all systems accessibilities.
  • Group University Communications:
  • Ensure that Group University Infonet is up to date and adds value for visitors to its pages.
  • Ensure that the Organization charts are communicated via the infonet, that the latest changes are known and updated within 48 hours and communications are distributed.  Manage the distribution of all new start announcements to our client's Group University team.  Maintain up to date distribution list of all Group University Team members.  Manage/update the department personnel listings in the Global Associate Directory.
  • Gather news worthy information for publication on infonet and other media sites as set up by Group University team members.



  • High School diploma or GED required
  • Associate’s Degree or Bachelor’s Degree preferred
  • Valid US driver’s license with a clean driving record required
  • Must be able to lift, carry, push, or pull up to 5 pounds 5% or less of the workday
  • Must be able stoop, kneel, crouch, or crawl 5% or less of the workday
  • Must be able to talk, see, hear, concentrate, think, learn and reason for all of the
  • workday
  • Must be able to sit and walk or otherwise move around for prolonged periods of time
  • throughout the workday.
  • Must be able to use a keyboard and do manual tasks for prolonged periods of time
  • throughout the workday.
  • Working in a team environment with a strong Customer Orientation is essential
  • Experience working as a team coordinator in a busy office environment
  • Able to work unsupervised, covering aspects of general business and administrative support
  • Strong written and verbal communication skills are essential
  • Strong organizational skills with attention to detail
  • Experience of communicating with staff at all levels;
  • Experience of working within a team environment
  • Outstanding interpersonal skills
  • Ability to work without supervision (as well as part of a team) and to prioritize appropriately
  • Microsoft Office (Outlook, PowerPoint, Excel, Word) - Intermediate/Advanced.
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