Administrative Assistant (Dean of Students Office)

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 of Students, the Administrative Assistant provides high-level confidential administrative support to the Dean of Students. Responsibilities include coordinating scheduling, maintaining confidential communications, and managing the day-to-day operations of the Dean of Students Office. The Administrative Assistant serves as a primary point of contact for internal and external constituencies and plays a key role in ensuring the efficient daily functioning of the Dean’s Office.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Provide confidential administrative support to the Dean of Students, including managing the Deans complex calendar and scheduling appointments, meetings and events for senior university leadership, faculty, staff, students and external partners.

• Prepare and coordinate meeting logistics, reports, presentations, agendas, meeting materials, and official communications on behalf of the Dean.

• Serve as the primary point of contact for the Dean's Office by monitoring, prioritizing, and responding to inquiries via phone, email or in person communications; assessing needs, routing requests to the appropriate departments or teams, and ensuring timely resolution and follow-up.

• Maintain records of inquiries received by the Dean's Office, analyze recurring issues and patterns, and escalate emerging concerns to appropriate members of the leadership.

• Maintain a high level of awareness and understanding of priorities, initiatives and key stakeholders to effectively manage requests.

• Identify gaps, recommend improvements and partner with the Dean to develop, implement, and maintain effective office procedures and workflow processes that improve operational efficiency.

• Maintain and store confidential electronic and paper records for the Dean of Students Office, ensuring organization and compliance.

• Serve as a liaison between the Dean's Office and students, faculty, staff, university administrators, parents, alumni, and community partners.

• Collaborate closely with the administrative team to ensure efficient day-to-day operations, providing cross-functional support and coverage as needed to maintain continuity of services and meet operational demands.

• Interact professionally and collegially with faculty, staff, students, and external partners while maintaining a high level of composure, discretion and confidentiality.
• Establish effective working relationships with administrative offices and academic units across the University.
• Follow and assess standard operating procedures for the Dean of Students office, specifically those related to external and internal visitors.
• Utilize and remain proficient with systems and technology used by the department and the University.
• Prepare clear, accurate, and informative reports containing findings, conclusions, and recommendations.
• Exercise independent judgment in interpreting policies, prioritizing assignments, and managing sensitive and confidential information while ensuring the effective operation of the Dean's Office.
• Represent the Dean's Office at meetings and campus events as assigned.
• Perform other related duties as assigned.
• Management retains the right to change or add job duties at any time.

QUALIFICATIONS:

REQUIRED:

• Bachelor’s degree from an accredited college or university.
• Minimum two years of professional experience within higher education.
• Ability to acquire comprehensive knowledge of college policies and procedures.
• Excellent communication skills, including verbal, written and proof-reading skills
• A poised and professional manner in greeting, speaking with, and providing assistance to a wide range of people, both over the phone and in person.
• A high degree of comfort with multi-tasking, adapting to sudden changes in office priorities our anticipated new projects and deadlines.
• Superior-level proficiency with the Microsoft Office Suite, Google Mail, and the ability and inclination to quickly learn new applications.
• Ability to work in a highly confidential environment.
• Strong organizational skills with a high level of confidentiality, accuracy, attention to detail.

PREFERRED:

• Three years of professional experience serving as an Administrative Assistant or similar role.
• Proficiency in the use of electronic systems and platforms used at the University such as Workday,25Live, Navigate, Canvas, Engage, and Symplicity or Maxient.
• Experience working in an academic or non-profit organization.
• Experience working with or supporting at-risk student populations.
• An affinity for working in a dynamic, fast-paced environment.

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 instructions.

Salary Range

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/   

Montclair State University considers factors such as, but not limited to, scope and responsibilities of the position, candidate’s relevant work experience, education, skills, and internal equity, when extending an offer.

Salary offers for internal employees who are part of a collective bargaining unit (CBU) and are applying to a position that is within a CBU will be determined in accordance with contractual provisions. 

Department

Position Type

Contact Information:

For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email [email protected].

Inclusion Statement

Montclair State University values access and educational excellence. We are committed to an environment of diverse perspectives which ensures that graduates will be civically engaged, committed to democracy, and prepared to thrive as global citizens. We foster a community that promotes varied experiences and voices. We seek applicants who will contribute diverse ideas and perspectives and who value an environment that promotes educational growth and advancement for all.

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/