Dean's Office Operations Coordinator

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 Dean of Finance & Administration, the Operations Coordinator supports the administrative, financial, and academic operations of the Feliciano School of Business. This role coordinates faculty-related processes, academic operations, and financial and data-driven activities that support decision-making and plays a key role in the execution of faculty hiring and onboarding, financial transactions, course planning, and operational initiatives. Working closely with the Dean’s Office, academic departments, and central university offices, the Operations Coordinator serves as a central point of coordination and contributes to the continuous improvement of processes and systems across the School.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Prepare and manage spend authorizations, expense reports, supplier invoices, internal service deliveries, accounting adjustments, budget amendments, and other financial processes to ensure accurate budgeting, payment, and compliance with university guidelines.

• Support academic departments with the faculty search process, ensuring an efficient hiring process.

• Manage the Workday hiring process for full-time and per diem staff, including, but not limited to, scheduling candidate interviews, maintaining candidate tracking spreadsheets, and overseeing the Workday hiring workflow.

• Manage the Faculty Scholarship Program (FSP) process, including data management, coordination of timelines in accordance with the Provost's calendar, and providing guidance to faculty throughout the process.

• Maintain faculty records in Watermark Faculty Success and other systems, ensuring data accuracy, consistency, and completeness.

• Support course scheduling and academic planning in coordination with academic departments.

• Provide data analysis and reports to leadership, including analysis of grade trends, survey results, and enrollment data.

• Provide guidance and support to faculty and staff with travel-related inquiries, while maintaining and enhancing the Canvas Travel Community to ensure accurate, up-to-date travel information, resources, and guidance.

• Manage the Dean's Office scholarship process, including reviewing Scholarship Universe, monitoring progress, and coordinating timelines with the Student Services Committee, academic departments, the Foundation, and the School of Business Communications Director to ensure efficient operations and timely communications.

• Manage confidential records and files, ensuring strict data protection, proper organization, and compliance with university policies to safeguard sensitive information.

• Oversee facilities-related needs for the Dean's Office, ensuring the office remains fully functional while coordinating necessary repairs and improvements in a timely manner.

• Support and coordinate special projects, operational initiatives, and other assigned responsibilities within the Dean's Office, demonstrating flexibility and adaptability to meet the evolving needs and strategic priorities of the school.

• Perform 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.

• Minimum of three years of relevant administrative, financial, or operational experience.

• Strong organizational, analytical, and communication skills.

• Ability to manage multiple priorities with attention to detail and accuracy.

• Proficiency in Microsoft Office Suite.

PREFERRED:

• Master’s degree from an accredited college or university.

• Experience working in a higher education environment.

• Proficiency with Workday.

• 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/