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 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 Dean, College of Community Health, the Administrative Coordinator is responsible for providing confidential administrative support to the Dean and staff in the Dean’s Office, with a focus on office management, scheduling for the Dean and others as needed, communications, and supporting special events and projects. The Administrative Coordinator works with the Dean and the Dean's staff, especially the Director of Administration, Budget, and Human Resources, in the development and implementation of policies, organizational development plans, programs, and operations to assist with the smooth and effective functioning of the College for Community Health and the Office of the Dean.

PRINCIPAL DUTIES AND RESPONSIBILITIES :

Support for CCHL Dean

• Coordinate activities with the offices of the President, Provost, and other University offices and with CCHL academic department and center leadership to support effective and efficient communication.
  
  
• Establish and maintain cooperative working relationships with administrative and support staff within the college and university (including CCHL Associate and Assistant Deans, Administrators, Program Associates, and other office staff), academic and non-academic 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.
  
  
• Prepare briefing materials, meeting agendas, and summaries of meetings, conferences and other events, as needed.
  
  
• Coordinate and manage Dean’s daily and travel schedule, including reservations and reimbursements, schedule meetings as needed.
  
  
• Draft written and email responses to correspondence for the Dean as requested.
  
  

Support for CCHL Dean’s Office

• Act as office manager for the Dean’s Office and Suite, including: preparing requests for purchase of supplies, materials, and equipment; placing work orders; developing and updating office procedure manuals; and handling in-person, written, and telephone requests and inquiries.
  
  
• Help to create a welcoming environment within the college and provide support and guidance to administrative staff throughout the college.
  
  
• Maintain and manage essential records and files in online and physical locations, including confidential personnel files, for ready access by the Dean and others (as designated) in the Dean’s Office.
  
  
• Create, revise, maintain, and archive documents, reports and records within the Dean’s Office.
  
  
• In collaboration with the Associate Dean for Academic Affairs, assists departments with faculty and specialist search processes for the Dean’s Office, processing faculty reassign time and course releases, internal grants, and coordinating events to support faculty and staff scholarly activities.
  
  
• Works with the Director of Administration, Budget, and Academic Personnel to: 1) Support facilities needs, including overseeing the security and retrieval of keys for onboarding and exiting CCHL employees and internal moves, granting and tracking swipe access to department suites and other locations, preparing requisitions and work-orders tied to facilities and responding in a timely way to incoming emails and calls from CCHL staff regarding CCHL facilities; ​2) Support college with purchasing functions by preparing requisitions, creating supplier invoices, utilizing the department purchasing card and assisting with the annual budget process. 3) Oversee the administration of adjunct, managerial, professional hiring and assisting with search processes for the Dean’s Office.
  
  
• Oversee reservations and reservation policies of college-specific spaces.
  
  
• Hire, schedule, train, and supervise student assistants.
  
  
• Develop online surveys for information and data gathering.
  
  
• Support work related to university development, including organizing Advisory Board meetings, taking minutes during meetings, preparing letters for donors, etc.
  
  

Internal and External Communications

• Coordinate and distribute internal communications within the college (such as email, newsletter).
  
  
• Develop processes and procedures to clearly and regularly communicate relevant information to the appropriate faculty and staff members.
  
  
• Manage directories, listservs, and mailing distribution lists for communications with the College and external organizations and individuals.
  
  
• Coordinate mailings related to alumni relations and development, Dean's List, etc.
  
  

Special Events and Special Projects

• Organize and coordinate special events such as retreats, workshops, fairs, banquets, and/or meetings. Assist in determining date, time, location, and catering. Make all necessary arrangements to include processing of written requests and requisitions when needed.
  
  
• Work closely with CCHL academic departments and centers to plan for, organize and execute successful academic events as needed.
  
  
• Provide administrative and technical assistance on a wide range of special projects as assigned by the Dean.
  
  
• Performs other duties as assigned.
  
  
• Management retains the right to add or change duties at any time.
  
  

QUALIFICATIONS:

REQUIRED:

• Graduation from an accredited college or university with a bachelor's degree.
  
  
• A minimum of two years of experience working in an administrative role.
  
  
• Proficiency in Microsoft Office (Excel, Word and PowerPoint)Technological proficiency and ability to quickly learn new applications and software.
  
  
• Excellent written and oral communication skills. Exceptional organizational skills. Demonstrated understanding of excellent customer service.
  
  
• Ability to work collaboratively with a wide variety of stakeholders including faculty, students, staff within and outside the college, community members, and alumni.
  
  
• Ability to exercise discretion at the highest level while being trusted with sensitive and highly confidential information.
  
  
• Ability to work collaboratively with diverse 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.
  
  

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

CCHL/Associate Dean

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/