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 Director of Operations and Administrative Affairs, the  Administrative Services Coordinator provides operational and administrative support to the College of Humanities & Social Sciences with dedicated support for academic departments, faculty, and students. The  Administrative Services Coordinator is responsible for assessing and coordinating program level procedures and guidelines, managing adjunct and instructional hiring and payments, supporting budget, finance, and procurement operations, as well as departmental events and meetings, and providing general departmental student services and program coordination.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Serves as a useful source of departmental information and works cooperatively with students, administrators, faculty, and the public. Provides assistance and refers to appropriate offices and campus resources.

Provides direct administrative support to faculty and chairpersons including collecting and organizing materials for faculty meetings, student recruitment events, etc.; takes minutes at departmental meetings.

Uses university platforms, such as Cognos, Navigate, Tableau, to access course, advisor, and enrollment reports. Processes student academic actions such as permits, credit adjustments and faculty advisor assignments.

Assists the chairpersons with entering course information into CLSS, as well as faculty teaching loads into Instructional Service Reports (ISRs).

Responsible for departmental email accounts, answering faculty and student requests in a timely manner. Maintains department share drives including personnel records, syllabi, templates, student-related actions and budget/financial records.

Coordinates and tracks adjunct hiring process including gathering documentation, and managing the Workday process. Prepares returning adjunct contracts and collects signed contracts and syllabi.

Processes and tracks all Approval/Payment Forms for Teaching Assignments for Professional and Administrative Staff. Oversees period activity payments for adjuncts and processes additional adjunct assignments.

Assists with faculty and staff searches. Organizes application materials, schedules interviews, and handles on-campus interview logistics including lodging, travel reimbursements, on-campus itinerary and other events.

Coordinates and executes all aspects of departmental events including room scheduling, catering arrangements, preparation of materials, facilities requests, event publicity and registration, logistics, and serving as event liaison.

Creates surveys via Google Forms or Qualtrics to gather program data as requested by faculty and chairpersons.

Assists with 25Live reservations and event postings via Engage and University calendar.

Assists chairpersons with management of the departmental budget, as well as supplemental budgets (IDC, revenue) in Workday Finance. Processes purchases and other budgetary transactions, such as requisitions/purchase orders, supplier invoices, and expense reports and other budgetary processes (i.e. budget amendments), and maintains financial records for all department cost centers.

Serves as the liaison with the Foundation office to process foundation vouchers and scholarships. Processes and distributes foundation scholarships ensuring that student nominees meet the scholarship criteria.

Maintains student worker program; recruits, interviews, trains, and supervises all student workers.

Creates and maintains electronic departmental files; scans existing hard-copy files.

Serves on College and University committees where appropriate.

Performs 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.

A minimum of one year of professional experience in a relevant setting.

Excellent interpersonal, written, and oral communication skills.

Experience with various electronic databases and technology-dependent office operations, including Microsoft Office and Google Suite programs.

Ability to learn Montclair State University's financial and human resource management system (Workday), Banner, CLSS, Internet and email listservs, and other components typical of modern technology-driven office operations.

Excellent organizational skills and self-initiative to perform a wide range of tasks without direct supervision or guidance.

PREFERRED:

Higher Education experience.

Project management experience.

Two years of experience providing administrative support.

Excellent interpersonal skills and the ability to work cooperatively with faculty, staff, and students.

Proficiency in reporting systems (Cognos, Tableau, Navigate), CLSS and scheduling software.

*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

CHSS Administrative 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/