Administrative Coordinator

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 doublecheck 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 Dean College for Community Health the Administrative Coordinator provides highlevel administrative support to the Dean and the Deans office ensuring efficient office operations and effective communication across the college. This role is responsible for managing the Deans daily schedule coordinating events facilitating internal communications maintaining records and supporting faculty staff and students. This position plays a key role in supporting the colleges mission and strategic goals.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Provide general administrative oversight and support to the Dean of the College for Community Health and Deans Office staff including office management event planning communication etc.

• Organize and coordinate all Deans Office special events such as retreats workshops fairs banquets and/or meetings. Assists in determining date time location and catering. Makes all necessary arrangements to include processing of written requests and requisitions when needed.

• Help to create a welcoming environment within the college and provide support and guidance to administrative staff throughout the college.

• Work closely with CCHL academic departments and centers to plan for organize and execute successful academic events as needed.

• Prepare briefing materials meeting agendas and meeting summaries and take minutes at meetings conferences and other events as needed.

• Coordinate and manage the Deans daily and travel schedule including reservations and reimbursements and schedule meetings as needed.

• Coordinate and distribute internal communications within the college (such as email newsletter); draft written and email responses to correspondence for the Dean as requested; manage directories listservs and mailing distribution lists.

• Develop processes and procedures to clearly and regularly communicate relevant information to the appropriate faculty and staff members.

• Function as the office manager for the Deans Office including preparing requests for the purchase of supplies materials and equipment; placing work orders; developing and updating office procedure manuals; and handling inperson written and telephone requests and inquiries.

• Manage and maintain CCHL faculty/staff lists and listservs and ensure the accuracy of printed directories and university lists.

• Establish and maintain cooperative working relationships with administrative and support staff within the college and university academic and nonacademic unit heads faculty members staff and students alumni government and private agencies and the public to ensure that established goals are met and problems are resolved.

• Provide support and guidance to administrative staff throughout the college.

• Maintain and manage essential records and confidential files in online and physical locations. Manage and maintain a database of studentrelated contracts and affiliation agreements.

• Create revise maintain and archive documents reports and records within the Deans Office.

• Facilitate the processing of academic action forms.

• Assist departments with faculty search processes for the Deans Office process faculty reassigned time and course releases internal grants and coordinate events to support faculty and staff scholarly activities.

• Coordinates mailings related to alumni relations and development Deans List etc.

• Assist with the collection and entry of data to support assessment initiatives and program evaluations.

• Oversee space reservations and reservation policies of collegespecific spaces.

• Hire schedule train and supervise student assistants.

• Provide administrative and technical assistance on a wide range of special projects as assigned by the Dean.

• Performs other related duties as assigned.

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

QUALIFICATIONS:

REQUIRED:

• Bachelors degree from an accredited college or university.

• Minimum two 2 years of professional experience in an administrative role.

• Proficiency in Microsoft Office (Excel Word and PowerPoint)

• Excellent written and oral communication skills.

• Exceptional organizational skills.

• Ability to exercise discretion at the highestlevel while being trusted with sensitive and highly confidential information.

• Ability to work collaboratively with a wide variety of stakeholders faculty and staff promote the education of students from diverse backgrounds and who are committed to equity and justice issues in socially culturally and economically diverse communities and antiracism in the fields of education and human services.

PREFERRED:

• Professional experience in a higher education setting.

• Familiarity with systems including Workday Qualtrics Google Forms and Zoom.

• Experience scheduling using Google Calendar Doodle polls etc.

• Technological proficiency and ability to quickly learn new applications and software.

• Demonstrated understanding of excellent customer service.

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

Position Type

Contact Information:

For questions or concerns please contact Human Resources Workday Recruiting Support at (Option 2 or email talent@montclair.

Inclusion Statement

Montclair State University values access and educational excellence. We are committed to an environment of diverse perspectives which ensures that graduates will be civically engaged committed to democracy and prepared to thrive as global citizens. We foster a community that promotes varied experiences and voices. We seek applicants who will contribute diverse ideas and perspectives and who value an environment that promotes educational growth and advancement for all.

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
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: Experience:

IC