Assistant Department Administrator

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 the Assistant Department Administrator serves as the primary point of contact for the department providing reception and support for current and prospective students faculty and external partners. This role involves triaging student and faculty needs managing departmental logistics and supporting departmental operations. Additionally the Assistant Department Administrator assists with the administration of the Health Data Analytics certificate program generates content for social media and departmental communications and supports student recruitment and advising efforts.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Serve as the first point of contact to students prospective students alumni faculty university personnel employers and external organizations.

• Assess and address student and faculty needs concerns and inquiries providing appropriate guidance and support.

• Assist with the hiring training and coordination of student assistants to support departmental operations.

• Support the department with purchasing functions by preparing requisitions creating supplier invoices and utilizing the department purchasing card.

• Support facility needs; oversee the security and retrieval of keys from faculty and staff as they come and go.

• Submit work orders to facilities and ensure they are closed out.

• Address and route questions related to travel submissions and navigating the spend authorization expense reimbursement and HR Workday processes.

• Coordinate payment processing for adjunct faculty and professional staff instructors.

• Facilitate the onboarding process for new adjunct faculty in Workday.

• Organize and coordinate logistics for faculty and personnel candidates including travel arrangements campus visits and scheduling.

• Provide administrative support for new certificate programs or degrees asneeded.

• Develop and curate content for departmental social media platforms Canvas communities newsletters and other communications ensuring branding accuracy.

• Respond to inquiries from prospective students and support recruitment events.

• Monitor and maintain the accuracy of the department program information on the university web pages.

• Assist with advising recruitment and marketing initiatives.

• Maintain departmental databases related to CEPH accreditation and track student progress toward graduation.

• Record and maintain minutes for department meetings as required for CEPH accreditation.

• Serve as the primary liaison for public health-related student organizations.

• Provide general administrative support for department-related tasks as needed.

• Performs other duties as assigned.

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

QUALIFICATIONS:

REQUIRED:

• Bachelors degree from an accredited college or university.

• Minimum one (1) year of professional experience in an administrative related role.

• Proficiency with social media and a high level of comfort using various platforms.

• Excellent writing skills with the ability to develop clear and engaging content.

• Strong interpersonal communication skills

• Highly organized and detail-oriented with the ability to manage multiple tasks efficiently.

PREFERRED:

• Bachelors degree in public health or a related field.

• Knowledge of MS Excel Word and Google Drive.

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.

Salary Range

The position may also be eligible for comprehensive benefits including health insurance retirement plans and tuition assistance. For further details please visit:

Montclair State University considers factors such as but not limited to scope and responsibilities of the position candidates relevant work experience education skills and internal equity when extending an offer.

Salary offers for internal employees who are part of a collective bargaining unit (CBU) and are applying to a position that is withina CBU will be determined in accordance with contractual provisions.

Department

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

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:

Unclear Seniority