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 Executive Director for Residence Life, the Assistant serves as the office manager of the central Residence Life office and the primary administrative support to the Executive Director. The Assistant develops dynamic office practices and procedures, with an emphasis on superior customer service, that will carry throughout the department. This position completes work using independent judgment and critical thinking skills.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Serves as primary administrative support to the Executive Director of Residence Life scheduling appointments, managing files, coordinating data collection and preparing and editing all correspondence accurately and in a timely fashion.

Facilitates the collection of dates and develops a departmental schedule including but not limited to; staff meetings, skip-level meetings, housing deadlines, recruitment and training periods, four months prior to the start of each academic year,

Independently manages inquiries and correspondence in the supervisor's absence, troubleshooting concerns from students and stakeholders, screening calls and visitors, and researching information for the Executive Director.

Responds to inquiries for information originating within and outside the office in accordance with office procedures.

Acts in an advisory capacity to students, staff and campus partners.

Follows up on projects and tasks within the office to ensure deadlines are met and procedures are followed.

Displays utmost level of professionalism and courtesy in dealing with clients. Maintains utmost confidentiality on sensitive matters pertaining to personnel issues and department administration.

Provides basic orientation to new central office team members and assists with student staff training on office procedures and etiquette.

Keeps central staff up-to-date on procedural changes, departmental activities and program developments.

Oversees attendance of all office staff and sends our necessary correspondence. Coordinates office coverage to ensure that the office is always staffed adequately.

Prepares routine correspondence for Executive Director’s review and signs off on meeting agendas and minutes from notes or recordings.  

Prepares statistical data, assessments, and other reports as requested.

Maintains confidential personal correspondence, fiscal reports and other records and files..

Serves as the Liaison/Coordinator with HR and Payroll, coordinating every aspect of student time for paraprofessional staff in the Workday system. Responsible for all updates, additions and deletions in Org/Sub Org directory in Workday.

Assists the Executive Director and Chair of respective search committees regarding Department searches for all staff openings, including hiring paperwork; collects, organizes and distributes resumes to committee members; set up phone and on-campus interviews; set agenda for on-campus interviews.

Maintains student staff database; generates appointment forms, as well as hiring paperwork for new student employees; conducts grade checks and notifies Assistant Director of any student staff members who fall below GPA minimum necessitating position removal. Coordinates student job offers, assists with student staff recruitment and selection.

Responsible for onboarding of paraprofessional (student) staff, coordinating with HR to complete all required paperwork, as well as onboarding professional staff.

Coordinate New Student Orientation and Open House events, developing presentations, scheduling staff, managing materials, and ensuring smooth operations for incoming students and their families.

As EBI Assessment Coordinator, oversees the annual resident student survey, including setup, data collection, launch coordination, question compilation, payment processing, student incentives, and data access for staff.

Serves as vendor liaison for ordering all professional and paraprofessional apparel, as well as all various giveaways, literature, etc. for new student days, orientations, etc. Manages budget lines related to these tasks.

Demonstrates initiative, dependability, a positive attitude, professionalism, sensitivity and ethics.

Keeps up-to-date on existing and new technologies relating to responsibilities of the position.

Assist with Open House, Accepted Students Day and Orientation meetings, tabling and webinars.

Performs other related duties as assigned.

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

QUALIFICATIONS:

REQUIRED

Bachelor’s degree from an accredited college or university.

Minimum of two years of professional experience in an administrative role.

Ability to use with proficiency the suite of Microsoft applications including Word, Excel and PowerPoint, plus e-mail and database software, i.e. Access, Banner and Mercury in addition to Google Workspace including Gmail, Contacts, Calendar, Meet, Chat, Drive, and Google Docs Editors suite. 

PREFERRED

Professional work experience in a higher education setting.

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 instruction.

Department

Residential Life

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/