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Coordinator for Office Operations

Job Details



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 Assistant Provost for Finance and Administration, the Coordinator for Office Operations provides daily support to the Office of the Provost. Working closely with all administrative units within Academic Affairs, the Coordinator works to support the Provost and Assistant Provost for Finance and Administration in the following areas: calendar management, event scheduling, and ensure smooth coordination and organization of administrative support matters within the office. The Coordinator works independently and collaboratively, handles confidential information with judgement and tact, and collaborates across the division with schools/colleges and administrative units.

PRINCIPAL DUTIES AND RESPONSIBILITIES :
  • Manage and maintain executive calendars, including scheduling appointments, meetings, and conference calls for the Provost, Assistant Provost for Finance and Administration, and Vice Provost for Undergraduate Education.

  • Coordinate internal and external meetings, ensuring all participants are informed and prepared, while facilitating smooth proceedings.

  • Spearhead the planning and execution of various events, from small meetings to large-scale conferences, ensuring meticulous attention to detail and successful outcomes.

  • Serve as a central point of contact, liaising effectively with team members to gather scheduling preferences and swiftly resolve conflicts.

  • Arrange complex travel itineraries and accommodations for team members, optimizing cost-effectiveness and convenience.

  • Prepare comprehensive meeting agendas and materials, ensuring timely distribution and thorough preparation.

  • Maintain accurate records of appointments, meetings, and events, utilizing advanced scheduling software for efficient organization and accessibility.

  • Provide comprehensive administrative support, including data entry, file management, and other general office tasks, with a commitment to precision and efficiency.

  • Foster collaboration and alignment across departments, ensuring seamless coordination of schedules and priorities.

  • Coordinate special projects and initiatives led by the Assistant Provost for Finance and Administration, providing logistical support and project management expertise as needed.

  • Continuously assess office operations and identify opportunities for improvement, implementing innovative solutions to enhance efficiency and effectiveness.

  • Performs 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 in business administration, communications, or a related field.

  • A minimum of two years of progressive experience in relevant administrative roles within higher education, showcasing a deep understanding of academic operations and protocols.

  • Proven track record in calendar management, event planning, or administrative support roles, demonstrating exceptional organizational skills and attention to detail.

  • Strong communication skills, both verbal and written, with the ability to engage effectively with diverse stakeholders.

  • Proficiency in Microsoft Office suite and scheduling software (e.g., Microsoft Outlook, Google Calendar), with a commitment to staying updated on technological advancements.

  • Ability to work independently and collaboratively within a dynamic team environment, with a flexible and adaptable approach to changing priorities.

  • Professional demeanor and unwavering commitment to maintaining confidentiality and discretion.

PREFERRED :
  • Advanced degree and/or post-bachelor coursework.

  • Experience in relevant administrative roles within higher education, showcasing a deep understanding of academic operations and protocols.

  • Advanced proficiency in software applications such as Excel and Google Calendar, along with experience using university-based information systems such as Workday.

  • Demonstrated ability to thrive in a fast-paced environment, with a proactive mindset and a proven track record of independently solving complex problems.

  • Strong analytical skills, with the ability to anticipate needs, identify opportunities for process improvements, and drive innovative solutions.

  • Commitment to ongoing professional development and continuous learning, with a passion for excellence and a drive to exceed.

P ROCEDURE 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

Assistant Provost for Finance and Administration

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/

Company

Montclair State University

Montclair State University defines what it means to be a university with a public purpose — one that not only creates transformational opportunities for students, but also partners with communities to make a difference in the lives of others. 

Montclair invites students to imagine the world they want to live in and empowers them to develop the skills and knowledge to create it. As a solutions engine, we ask: How can we harness the power of 21,000 students and 1,800 professors to be a force for good in the world?

This distinctive approach continues to attract students, propelling Montclair to become New Jersey’s second largest institution of higher learning, and one of its most diverse. Under President Jonathan Koppell, the University enrolled the largest entering class in the University’s history two years in a row.

Founded in 1908, Montclair has grown big enough to offer more than 300 programs across 13 colleges and schools at all degree levels – and yet, with a student-to-faculty ratio of 17 to 1, is still small enough for students to receive personalized attention from professors and staff who truly care. Students have numerous opportunities to conduct research with professors who are respected leaders in their fields.

More than 50% of Montclair’s students identify as underrepresented minorities. It is New Jersey’s largest Hispanic-Serving Institution, serving more Latinx students than any other university in the state.

Montclair’s highly diverse students thrive in the University’s supportive, welcoming environment. Their graduation rates outperform state and national benchmarks and predictions with U.S. News & World Report ranking Montclair as seventh among national universities in graduation rate performance in 2022. It is consistently recognized as one of the most inclusive and best value universities and ranked No. 21 in the country in social mobility.

Many of Montclair’s students are working and raising families, and the University offers flexible programs that give them the opportunity to learn in ways that work best for them, on campus or online, in real time or asynchronously.

Faculty include winners of a MacArthur fellowship, Fulbright grants and Emmy awards, and NSF, NEH and NIH grants, among many other distinctions. These highly respected researchers, scholars and creators are dedicated to student success, and they are always innovating to meet the needs of learners and of the state. Montclair has launched dozens of new degree and certificate programs, and offers more combined bachelor’s and master’s degree programs than any other university in New Jersey – empowering students to enter the workforce faster, with stronger skills and for less cost. 

Montclair’s mission is to elevate its students and partners, and in so doing, help make the world a better place. 

At Montclair State, our employees are among our most valuable assets.

When you work at Montclair State, you join a talented, diverse and inclusive community of employees who work together to support the educational mission of the University.

You are part of a leading institution of higher education in New Jersey. Our 11 colleges and schools serve 21,000 students on a beautiful 252-acrea, vibrant suburban campus just 12 miles from New York City.

Dedicated to providing employees with opportunities for professional achievement and development, we take pride in a dynamic workplace environment that respects all employees and encourages excellence.

As a Montclair State University employee, you enjoy access to:

  • Comprehensive health, dental and retirement benefits to discounted membership to the campus recreation center and tuition reimbursement
  • Policies, programs and services that support our commitment to affirmative action, equal opportunity employment, multicultural diversity and inclusion
  • A dynamic, sophisticated and diverse environment

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