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 Administrative Support Manager, the Program Assistant provides administrative support to the academic departments and programs within the College of Humanities and Social Sciences (CHSS) in areas including adjunct hiring and onboarding, event planning, and operational support for activities and initiatives of CHSS departments and programs. PRINCIPAL DUTIES AND RESPONSIBILITIES: Provide front-line office support; answering inquiries, managing walk-ins and staffing the main administrative office. Provide assistance, guidance, and general administrative support to faculty, staff and students within the college. Assist with student related actions, such as credit adjustments, entering permits, and assigning faculty advisors. Coordinate and execute all aspects of adjunct faculty hiring and period activity pay; as well as temporary employee and students hires. Assist with collecting course materials, such as faculty textbooks and collecting syllabi. Monitoring course enrollments, waitlists, and cancellations. Coordinate and submit room change requests. Submit facilities request and work orders on behalf of faculty and staff and provide necessary follow-up. Maintain department/program listservs via SYMPA and internal directories/mailing lists. Assist with faculty/staff searches and the SERC process (six year external review committee). Maintain documents and electronic files (personnel files, resumes, transcripts, etc.). Assist with event planning and execution, including booking space, work orders, purchasing, catering, and publicity (university calendar, social media, etc.). Attends and participates in meetings and events related to assigned responsibilities including meeting minutes and event execution. Gather data and prepare necessary reports regarding enrollment in majors. Gather information and compiles materials for marketing and publication, i.e. flyers for recruitment and events. Monitor departmental/program budgets; track and order office supplies, and provide tracking of expenses. Assist with foundation scholarship administration. Recruit, hire, and supervise student workers. Assist department leadership in review of Instructional Service Reports (ISRs). Assist with department website operations. Provides guidance and instruction of equipment; schedules use of sets up and maintains equipment. Stay abreast of all HR processes and procedures. Perform other duties as assigned. Management retains the right to add or change job duties at any time. QUALIFICATIONS: REQUIRED: Graduation from an accredited college with a Bachelor’s degree. Applicants who do not possess the required education may substitute experience on a year-for-year basis. Applicants who possess an Associate's degree may substitute two (2) years of position-related experience for the remaining two (2) years of education. Good communication skills in writing, speaking, and email. Excellent organizational skills and the self-initiative to perform a wide range of tasks without direct supervision or guidance. PREFERRED: Experience with various electronic databases and technology-dependent office operations including familiarity with Microsoft Office Suite programs. Demonstrated ability to learn Montclair State University’s Financial and Human Resources system, Workday, the University’s Banner system for student records, WordPress for website maintenance, and other components typical of modern technology-driven office operations. Experience in higher education. Experience managing and directing others. Effective proofreading skills. Familiarity with accounting systems, spreadsheets, and databases. Ability to succeed in a high-demand environment. Experience in serving and interacting with diverse communities. Experience planning and implementing program and process change to improve work experiences. 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. NOTE: This is a Civil service position. After successfully serving a 4-Month Working Test Period as required by the State of New Jersey, you will then be certified to your position. Thereafter, you will attain a permanent status in this title. SALARY RANGE: P16: $45,521.43 - $61,985.83 *NOTE: Salaries for internal candidates are determined by the New Jersey Civil Service Commission's formula. Salaries for external candidates are determined up to no more than $51,695.58. Department CHSS Administrative Services 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/ About Us With a proud history and a vibrant future, Montclair State University is one of New Jersey’s most diverse and dynamic institutions of higher education. One of four public research institutions in the state, and the second largest, Montclair State is a designated R2 Doctoral Research University by the Carnegie Classification of Institutions of Higher Education. Located 12 miles west of New York City on a 252-acre suburban campus which boasts modern, state-of-the-art facilities complemented by green spaces, public plazas and striking Spanish Mission architecture, and a spectacular view of the New York City skyline. The University offers a comprehensive range of undergraduate and graduate programs through 10 colleges and schools. With a student body of 21,000 undergraduate and graduate students from 22 states and 13 countries, the University has an expansive campus life with on-campus residential capacity of 5,300, more than 120 student organizations, and 18 NCAA Division III athletic teams. The dynamic diversity of the University’s community has been acknowledged by the U.S. Department of Education through its recognition of Montclair State as a Hispanic-Serving Institution (HSI), and by Diverse Issues in Higher Education as a “Top Degree Producer” among institutions that confer the most degrees to minority students. Montclair State University is proud to be committed to the principle of equal employment opportunity and does not discriminate in its recruitment and employment practices. The University is an inclusive, richly diverse community that fosters mutual respect, tolerance and understanding among all students and employees.