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 in the College of Humanities and Social Sciences, the Administrative Team Lead provides high-level administrative support and coordinates various operational tasks. This role involves ensuring the efficient functioning of the Administrative Services unit, managing resources, facilitating communication, and improving workflow processes across various administrative tasks. The incumbent is responsible for overseeing projects, events and meetings, budget, finance and procurement processes, providing training, and managing internal communications.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Assist in managing daily operational tasks within the Administrative Services unit.

Act as a lead in one of two main administrative offices, ensuring adequate office coverage for faculty and student support and workload demands.

Act as a liaison between team members and the Director to communicate updates, resolve issues, and implement policies.

Serves as a useful source of departmental information and works cooperatively with students, administrators, faculty, and the public.

Assist with leading and monitoring administrative projects, including meetings and events to ensure timely and effective execution.

Use project management tools, such as Smartsheet, to effectively assist in managing a project from start to finish with the ability to assign tasks, organize calendars, collaborate on documents and monitor progress.

Manage incoming and outgoing correspondence, including the central Administrative Services email account, ensuring prompt and appropriate responses.

Manage the unit’s records, documentation, and filing systems to ensure accuracy and compliance, including budget/financial records.

Create surveys via Qualtrics or Smartsheet to gather and analyze data to provide recommendations for improving operational efficiency within the unit.

Identify and propose improvements to existing administrative processes and procedures.

Assist in maintaining and updating policies and guidelines related to administrative operations.

Draft communications on behalf of the Director regarding implementation of new procedures.

Assist in the implementation of new systems and tools to enhance the efficiency of administrative operations, including providing training as needed to administrative staff.

Assist in managing departmental budgets, preparing expense reports, and ensuring expenditures align with the budget.

Monitor and manage the use of office resources and supplies, ensuring cost-effective management.

Ensure all administrative practices comply with organizational policies and relevant regulations.

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

Serve on College and University committees where appropriate.

Perform other duties as assigned.

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

QUALIFICATIONS:

REQUIRED: 

Bachelor's degree from accredited college or university.

A minimum of three years of professional experience in 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.

Proven experience in project coordination and process improvement.

Familiarity with project management tools and document management systems.

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

Strong analytical and problem-solving skills with attention to detail.

Ability to manage multiple priorities and projects and demonstrate creativity, flexibility, self-motivation, and strong problem-solving, analysis and communication skills.

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.

PREFERRED:

Master’s degree from accredited college or university.

Higher Education experience.

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

Proficiency in project management.

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

Proficiency in Qualtrics and project management software (i.e. Smartsheet).

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

Professional - Non-Faculty

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/