Department Assistant, Theatre & Dance

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 Department Chair and Department Administrator the Department Assistant provides comprehensive administrative support and assistance within the Department of Theatre and Dance ensuring efficient office operations and effective communication across the college. Serving as a front office supervisor the Department oversees day-to-day administrative matters including but not limited to work orders procurement inventory reconciling shipments in compliance with purchasing policies facilitating internal communications maintaining records coordinating two recruitment events per academic year and supporting faculty staff and students.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Serve as the primary point of contact for the Department of Theatre & Dance responding to inquiries from students faculty staff and external stakeholders and serving as the offices front desk greeter

• Handle office routine tasks including answering the phone and transferring calls copying and scanning sorting incoming correspondence

• Assist students and faculty as needed in the day-to-day maintenance of the department

• Hire schedule train and supervise student assistants

• Monitor and order office and class supplies and maintain inventory of adapters and cables

• Coordinate distribution and ordering of keys for department water delivery office moves and student locker assignments

• Contact facilities and housekeeping as needed submit and follow through on work orders

• Manage and maintain THDN faculty/staff lists and listservs

• Update & maintain Google calendar of all department classes and post room assignments daily

• Prepare travel requests and reimbursements (Spend Authorizations and Expense Reports); Requisitioner for Catering WB Mason Amazon The Sourcing Group and other punchouts through Workday

• Interact and communicate with other University departments as needed

• Manage twice-yearly student recruitment events responsible for scheduling registration recruiting and training student volunteers and preparing materials

• Assign permissions train users and troubleshoot departmental copier/printer/scanner

• 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 preferably at a higher education institution

• Ability to work 8:00 am-1:30 pm when classes are in session

• Personable with excellent communication customer service organizational and interpersonal skills.

• Strong time management problem-solving skills and attention to detail.

• Proficiency in Microsoft Office (Excel Word) and Zoom

• Proficiency in Google (Gmail Calendar Drive Docs Sheets Forms)

• Ability to work well with people of varied backgrounds and talents

PREFERRED:

• Professional experience in a higher education setting

• Experience working in complex environments with multiple constituencies

• Knowledge of Workday Banner and Maximo

• 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.

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: