Program Assistant
: Job Details :

IMPORTANT APPLICATION INSTRUCTIONS:

• Upload Resume or Curriculum Vitae for automatic population of information to the application.
• The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.
• Review information and double-check all fields containing information that the system parsed - the software is intelligent, but you need to verify that the data is accurate.
• In the My Experience section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.

Note: If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years. You will then be able to attach your Resume/CV, as well as all other supporting documentation in the My Experience section of your application.Job DescriptionSUMMARY:Reporting to the Business Division Chairperson, the Program Assistant provides administrative support to faculty in the Business and the Humanities Divisions to maintain a productive workflow within these divisions in areas such as hiring, course scheduling, procurement, event planning, and operational support of activities and initiatives.PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Serve as liaison for internal and external constituents maintaining a professional attitude while imparting accurate information about the programs, procedures, degree requirements and facilities. Field all communication: telephone calls, emails, texts and relay necessary messages.
• Manage sensitive and confidential personal and proprietary information with discretion and confidentiality.
• Assist with student support tasks, such as credit adjustments, entering permits, and assigning academic advisors.
• Coordinate and execute all aspects of adjunct faculty hiring and period activity pay; as well as temporary employee and student hires.
• Assist with organizing course scheduling materials; entering schedule changes into electronic information systems.
• Collect and track all syllabi (Spring, Fall, Summer & Independent Study) for full-time and adjunct faculty and maintain on a shared drive.
• Prepare emails and portal announcements and enter divisional events on the appropriate calendar.
• Maintain the Division's external website faculty information. Maintain and update the full-time faculty and adjunct listings in Catalog.
• Manage and maintain calendars for the Division and Division Chair.
• Assist the Division Chair with aspects of the Division budget, including tracking of expenses and revenue, purchase order creation, invoice payment processing, and reimbursement processing.
• Ensure that all equipment lease correspondence is up to date and leases are paid on time.
• Generate contract requests for guests, student workers, art models, and staff extra compensation.
• Monitor course enrollments, waitlists, and cancellations.
• Coordinate and submit room change requests.
• Draft and distribute communications to faculty and students.
• Maintain listservs via internal directories/mailing lists.
• Provide assistance and guidance to students.
• Maintain documents and electronic files (personnel files, resumes, transcripts, etc.).
• Assist with event planning and execution, including booking space, work orders, purchasing, catering, and publicity (university calendar, social media, etc.).
• Gather data and prepare necessary reports.
• Recruit, hire, and supervise student workers as needed.
• Provide administrative support to grants and initiatives in areas of hiring, budgeting, and procurement.
• Attend appropriate technical training session(s) deemed necessary to perform duties.
• Perform other duties as assigned.
• Management retains the right to add or change job duties at any time.

QUALIFICATIONS:REQUIRED:

• Graduation from an accredited college with a bachelor's degree. Applicants who do not possess the required education may substitute experience on a year for year basis. Applicants who possess an associate degree may substitute two (2) years of position-related experience for the remaining two (2) years of education.
• Excellent verbal and written communication skills.
• Ability to work with MS Office and Google suite of products.
• Ability and willingness to learn new student and staff information systems as they are implemented.

PREFERRED:

• Experience with project management, budgets and event planning.
• Experience in higher education.

PROCEDURE FOR CANDIDACYApplicants should include a resume and cover letter describing how their background, skills and education match the needs of the University. When applying, please take a moment to carefully read and follow the steps in the application instructions.*NOTE: This is a civil service position. After successfully serving a 4-Month Working Test Period as required by the State of New Jersey, you will then be certified to your position, meaning you will attain a permanent status in this title.Salary Range: A6: $30,227.90 - $41,848.79 *NOTE: Salaries for internal candidates are determined by the New Jersey Civil Service Commission's formula. Salaries for external candidates are determined up to no more than $34,101.53NJ SAME ApplicantsThis position is a non-competitive, unclassified posting and complies with the NJ SAME Program. If you are applying under the New Jersey SAME program, your supporting documents (Schedule A or B letter), resume (CV), as well as the names and contact information for three professional references should also be sent to: ...@montclair.edu and ...@montclair.eduFor more information on the SAME program visit their website at: email: ...@csc.nj.gov, or call CSC at: 833-###-####.In accordance with the New Jersey First Act P.L. 2011 c.70, effective September 1, 2011, new public employees in certain positions (other than faculty who are exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants who have a concern with meeting this requirement should discuss with Human Resources if the position for which they have applied is eligible for an exemption from this requirement.DepartmentBC_BusinessPosition TypeSupportContact Information:For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-###-#### (Option 2), or email ...@montclair.edu.EEO/AA StatementMontclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.Additional information can be found on the website at www.montclair.edu/human-resources/about-us/eo-aa-and-diversity/Title IX and 34 C.F.R. 106 PolicyMontclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities. The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details, please visit: