Overview

Job Location:
Montclair, NJ

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 Chairperson, CHEM, the Program Associate supports the Departments of Physics & Astronomy and Chemistry & Biochemistry with office management, financial processes, employee onboarding, course scheduling, and monitoring student enrollment. This position coordinates department events and other activities, assists with preparation of department documents, records, and websites.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

  • Maintain regular front office presence, answer/direct calls, receive mail/packages, and direct students and visitors to appropriate parties or resources as needed.
  • Responsible for office management and coordinating/tracking facility work orders.
  • Coordinate ongoing and ad hoc activities and events associated with the departments; assist with visitor coordination and professional development opportunities; coordinate space reservations, catering, travel, and visitor accommodations; assist with meeting/event organization.
  • Assist with onboarding and off-boarding of full-time, part-time and temporary faculty, adjuncts, staff, and student workers.
  • Compile and analyze statistical, financial, enrollment, and other data, records and reports.
  • Assist with processing finance/accounts payable transactions for the department and reviewing department accounts.
  • Provide oversight of department facilities and technology, including maintenance. Monitor department spaces for issues and proactively address them. Coordinate access to department spaces.
  • Assist the Department Chairs and Graduate Program Coordinators with course scheduling; monitor course enrollment and adjust course capacities as needed.
  • Manage new and returning adjunct assignments each semester, inputting and utilizing the Workday system.
  • Issue course enrollment permits and processing credit adjustments following guidance of the department chairpersons.
  • Assist with management of department web pages and social media accounts.
  • Assist with timekeeping and supervision of department student workers.
  • Prepares department correspondence as directed by the chairpersons.
  • 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.
  • A minimum of two years of office management or related experience.
  • Proficiency in common office software including word processing programs, spreadsheets, presentation software, email, web browsers, and electronic calendars.
  • Ability to maintain currency in Montclair’s software systems.
  • Superior interpersonal skills and the ability to work well with students, administrators, faculty, staff, and university guests in a diverse setting.
  • Proactive problem-solving mindset.
  • Strong oral and written communication skills.
  • Ability to multitask, organize and prioritize multiple tasks, and work independently in a professional setting.

PREFERRED:

  • Master’s Degree from an accredited college or university.
  • Experience working in academic institutions or a research setting.
  • Experience with software systems used in student records management, financial management, grants management, and human resources, such as Workday, Banner, Degree Works, or comparable.
  • Experience with Montclair State University procurement and financial management practices.

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

Chemistry and Biochemistry

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/