Program Assistant, BC (CAPS/SHC)
- Employer
- Montclair State University
- Location
- Montclair, New Jersey, United States
- Salary
- Competitive Salary
- Date posted
- Nov 4, 2024
View more categoriesView less categories
- Position Type
- Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Disability Services, Other Student Affairs
- Employment Type
- Full Time
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.
Job Description
SUMMARY :
Reporting to the Associate Director, BC Counseling and Psychological Services, the Program Assistant provides direct administrative support and assistance to Counseling & Psychological Services and Student Health Center staff. This position serves as the primary initial contact for patients utilizing CAPS and the SHC, providing a critical customer service role to students.
PRINCIPAL DUTIES AND RESPONSIBILITIES :
- Serves as the front desk receptionist for CAPS and SHC office
at Bloomfield College and provides prompt attention to all students
using services. Promotes a calming and welcoming environment for
anxious and distress students.
- Schedules students for appointments with appropriate providers;
keeps accurate record of appointments in the electronic medical
record.
- Maintains schedules for full and part time staff as well as
trainees.
- Responsible for smooth and timely preparation and processing of
materials and meeting of established deadlines.
- Handles office routine tasks, including maintenance of accurate
personnel records, monitoring and ordering of supplies, preparing
travel requests and reimbursements as well as submitting
maintenance requests.
- Keeps reception and waiting area clean and orderly.
- Answers telephone promptly and with proper identification,
processes all messages and transfers calls.
- Reviews and sorts incoming correspondence.
- Submits invoices for suppliers and independent contractors.
Verifies accuracy of office/staff expenditures. Provides input for
budget planning.
- Maintains and reports information on students taking/returning
from medical withdrawal.
- Helps to prepare and gather information and statistics for the
Annual Report.
- Alerts staff of speedy referral needs for distressed students
and emergency situations.
- Prepares letters, which may be reviewed and signed by the
Director, Associate Director or staff.
- Maintains accurate records of search applicants and sends
correspondence to search applicants.
- Assists in training trainees regarding office/scheduling
procedures; prepares and maintains trainees files Organizes,
prepares and distributes accurate information to promote events and
services via social media (Engage), flyers and palm cards.
- Interacts and communicates effectively with other University
departments, as needed.
- Conveys information to all requests for department related
functions and procedures.
- Maintains lending library.
- Responsible for overseeing the billing process in the
office.
- Performs other duties as assigned.
- Management retains the right to add or change job duties at any
time.
REQUIRED :
- Minimum of 4 years of professional related experience.
- NOTE: A Bachelor’s degree may be substituted for the required
experience. An Associate’s degree may be substituted for two (2)
years of position related experience.
- Computer proficiency with Microsoft Office software.
- Excellent interpersonal skills.
- Strong oral and written communication skills.
- Comfortable working with a multicultural, young adult
population with diverse health issues.
- Minimum of one-year experience with customer service.
- Secretarial experience in a professional workplace.
- Experience working in a mental health or other health care
environment.
- Experience with health promotion via social media.
SALARY RANGE: P16: $49,738.97 - $69,977.54 *NOTE: Salaries for internal candidates are determined by the New Jersey Civil Service Commission's formula. Salaries for external candidates are determined up to step four, $56,485.16.
NJ SAME Applicants
This position is a non-competitive, unclassified posting and complies with the NJ SAME Program. If you are applying under the New Jersey "SAME" program, your supporting documents (Schedule A or B letter), resume (CV), as well as the names and contact information for three professional references should also be sent to: same@montclair.edu and hrcompliance@montclair.edu
For more information on the SAME program visit their website at: https://nj.gov/csc/same/overview/index.shtml , email: SAME@csc.nj.gov , or call CSC at: 833-691-0404.
In accordance with the New Jersey First Act P.L. 2011 c.70, effective September 1, 2011, new public employees in certain positions (other than faculty who are exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants who have a concern with meeting this requirement should discuss with Human Resources if the position for which they have applied is eligible for an exemption from this requirement.
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
BC_Associate Director CAPS
Position Type
Support
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 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
- Website
- http://www.montclair.edu/
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