Program Associate

Montclair State University • Montclair, NJ

2d

About The Position

Reporting to the Chairperson of Chemistry, the Program Associate supports the Departments of Chemistry and Physics with office management, financial processes, employee onboarding, course scheduling, and monitoring student enrollment. This position coordinates department events and other activities, assists with preparation of department documents, records, communications, and online content.

Requirements

• Bachelor's degree from an accredited college or university
• A minimum of one year of office management or related experience.
• Proficiency in software, including word processing, spreadsheets, presentation making, Email, and calendars found within the Microsoft and Google office suites.
• Ability to learn and maintain currency in a variety of MSU software systems.
• Superior interpersonal skills and the ability to work well with students, administrators, faculty, staff, and university guests in a diverse setting.
• Proactive problem-solving mindset.
• Strong oral and written communication skills.
• Ability to organize and deal with multiple tasks independently in a professional setting.

Nice To Haves

• Master’s Degree from an accredited college or university.
• Experience working in academic institutions or a research setting.
• Experience with software systems used in student records management, financial management, grants management, and human resources such as Workday, Banner, Degree Works.
• Experience with Montclair State University procurement, financial management, and hiring practices.

Responsibilities

• Maintain regular front office presence, answer/direct calls, receive mail/packages, and direct students and visitors to appropriate parties or resources as needed.
• Responsible for office management tasks, including the ordering and maintaining of office supplies, printers, copiers, and other tools/technologies; set up service visits as needed.
• Coordinate ongoing and ad hoc activities and events associated with the department; coordinate space reservations, catering, travel, and visitor accommodations.
• Assist with onboarding and off-boarding full-time, part-time, adjunct, and temporary faculty, staff, and student workers. Coordinate with HR as necessary.
• Process supplemental payment requests for adjunct instructors in Workday.
• Monitor department spaces for issues and proactively address them, entering and following up on facilities work orders.
• Assist with departmental searches matters including search administration, interview coordination, communication with candidates, coordinate travel accommodations, and processing candidate reimbursements.
• Assist in coordinating and communicating with the Deans’ Office on access to department spaces.
• Assist with processing finance/accounts payable transactions for the department.
• Assist Chairperson with course scheduling.
• Assist in entering student course permits as directed by the Chairperson and faculty.
• Assist with the management of department web pages, social media accounts, and alumni outreach.
• Assist with timekeeping and supervision of department student workers.
• Prepare department correspondence as directed by the Chairperson.
• Performs other duties as assigned. Management retains the right to add or change job duties over time.

Benefits

• The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance.
• For further details, please visit: https://www.montclair.edu/human-resources/benefits/

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level