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 Description

SUMMARY:

Reporting to the Assistant Vice President for Facilities Services (AVPFS), the Administrative Assistant provides office coordination and support to the AVP and all managers and supervisors assigned within the fast-paced Facilities Services department, which includes the Fleet, Grounds, Housekeeping, Moving, Parking, Postal, and Transportation units. The Administrative Assistant is an integral part of the FS team and is responsible for performing basic administrative functions in adherence with established policies, procedures, precedents, and guidelines.

**This position is fully on-site, five days per week.** 

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Provide administrative and customer service support including office and conference room management, greeting visitors, meeting arrangements and catering, calendar management, file and archive maintenance, document disposal, employee desk setups, supply and equipment storage, and telephone assistance.

Serve as the primary point of contact for all Facilities Services-related inquiries from the division and the campus community.  Collaborate with internal and external customers to anticipate and deliver responsive and timely services.  Ensure that all staff and customer interactions are appropriate, professional, courteous, and respectful.

Initiate, track, and continuously maintain required department personnel transactions in Workday for job posting, employee hiring and separations, and personnel management. 

Assist managers and supervisors with scheduling interviews, performing reference checks, and new employee onboarding.

Assist managers, supervisors, and employees with troubleshooting and resolving timekeeping issues.  Maintain and update payroll, overtime, vacation, and sick time spreadsheets.

Coordinate with HR and Benefits to execute the 15-day doctor’s notice process for staff.

Coordinate with University Facilities Training & Development to schedule staff training.

Maintain and continuously update operational on-call lists, work schedules, and contact information.

Perform communication and coordination functions during emergencies and department projects.  Create a continuous inventory of pending and in-progress projects to keep the AVP, managers, and supervisors updated.

Enter requisitions for the procurement of goods, services, and equipment from the AVP or designee.

Assist in cost control and chargeback activities and produces associated reports as requested.

Enter service requests into the Maintenance Management System (MMS) for triage and provide Work Order numbers to customers upon request.  Capture pertinent data and creates reports from the system including weekly reports indicating the number of open and closed work orders for the department. Close out work orders as required.

Attend meetings, records minutes, and distributes minutes to all attendees.

Maintain documents, spreadsheets and databases in an organized filing system in accordance with regulatory and University requirements.

Attend training courses, seminars, or workshops, as directed.

Comply with occupational safety and health standards; and all applicable rules, regulations and orders.  Understand and follow all safety rules and precautions.

Perform other duties as assigned.

Management retains the right to add or change job duties at any time.

QUALIFICATIONS:

REQUIRED:

Bachelor’s Degree from an accredited college or university.

Note- Applicants who do not possess the required education may substitute experience on a year-for-year basis.

Professional experience providing administrative assistance in a customer-serving environment.

Strong written and verbal communication skills

Experience using the Microsoft Office suite.

Ability to work outside standard business hours to respond to campus emergencies when necessary.

PREFERRED:

Experience entering data in a Maintenance Management System.

Experience working in a Facilities Management environment.

*NOTE: This is a Civil Service position.  As required by the State of New Jersey, in order to be certified to the position and attain permanent status in title, candidates are required to successfully serve a 4-Month Working Test Period.

SALARY RANGE: P18: $54,351.06 - $76,649.82 *NOTE: Salaries for internal candidates are determined by the New Jersey Civil Service Commission’s formula. Salaries for external candidates are determined up to step four, $61,783.98.

NJ SAME Applicants

This 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: same@montclair.edu and hrcompliance@montclair.edu

For more information on the SAME program visit their website at: https://nj.gov/csc/same/overview/index.shtml, email: SAME@csc.nj.gov, or call CSC at: 833-691-0404.

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.

PROCEDURE FOR CANDIDACY
Applicants 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.

Department

GROUNDS, FLEET & SUPPORT SERVICES

Position Type

Support

Contact Information:

For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email talent@montclair.edu.

EEO/AA Statement

Montclair 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 Policy

Montclair 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: https://www.montclair.edu/human-resources/job-seekers/