Executive and Operations Assistant

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:

The Executive and Operations Assistant provides high level organizational and confidential administrative support to the Provost and Senior Vice President for Academic Affairs, directing key administrative operations, coordinating scheduling, maintaining confidential information and communications, assisting with financial and budgetary processes, and leading special projects for the Division.   

The Provost serves as the University’s chief academic officer and oversees all academic programs, schools, colleges, the University Libraries, and the Office of Research. The Executive and Operations 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 Office of the Provost.

PRINCIPAL DUTIES AND RESPONSIBILITIES: 

• Provide confidential administrative support to the Provost, including managing calendars, scheduling appointments, and coordinating meeting logistics.

• Manage and prioritize incoming inquiries to the Provost from internal external constituents and direct requests to appropriate members of the leadership team when needed

• Maintain a high level of awareness of priorities and key stakeholders in order to effectively manage requests directed to the Provost’s office.

• Coordinate travel arrangements and maintain related documentation.

• Manage phone and email inquiries on behalf of the Provost as appropriate.

• Prepare materials for all meetings and events, including gathering and organizing agendas, reports, correspondence, and supporting documents.

• Prepare technically sound, accurate and timely materials (spreadsheets, presentations, etc) as requested.

• Coordinate and schedule meetings for the Provost and Office of the Provost leadership team

• Prepare agendas, take minutes, and maintain records for team meetings (PAAC, Dean’s Council, Senior Leadership meetings, etc).

• Schedule and manage the use of the Provost/VPAA conference rooms.

• Maintain organized electronic and paper records for the Office of the Provost.

• Ensure recurring communications from the Office of the Provost are prepared and disseminated in a timely manner.

• Reviews all correspondence for the Provost’s signature for appropriate authorizations and accuracy

• Order and maintain office supplies and support general office operations.

• Support the coordination of projects and initiatives across the Office of the Provost.

• Work closely with the administrative team of the Provost’s Office to ensure efficient operations across the division of academic affairs.

• Interact professionally and collegially with faculty, staff, students, and external partners while maintaining a high level of discretion and confidentiality.

• Establish effective working relationships with administrative offices and academic units across the University.

• Complete special projects as assigned. Manage projects independently from start to completion. Attend and participate in meetings and/or college events as related to assigned responsibilities.

• 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 four years of experience in an administrative staff role, supporting executive level administrators, complex functions or projects, or other comparable experience.

• Demonstrated experience managing complex executive calendars and coordinating high-level meetings.

• Excellent communication skills, including verbal, written and proof-reading skills, with 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.

• Superior proficiency with the Microsoft Suite, Google Mail, and the ability to quickly learn new applications.

• A high degree of comfort with multi-tasking, adapting to sudden changes in office priorities or unanticipated new projects and deadlines.

• The highest level of integrity and discretion and the ability to work with highly confidential materials in a highly confidential environment.

• Strong written, verbal, interpersonal, and customer service skills.

• Strong organizational skills with high level of confidentiality, accuracy, attention to detail.

• Strong organizational skills with high level of confidentiality, accuracy, attention to detail, and timeliness. Must be able to exercise judgment when handling sensitive and confidential information.

PREFERRED:

• Ability to gain a firm understanding of academic organizations within the University as well as policies and procedures applicable to institutions of higher education.

• Ability to acquire comprehensive knowledge of college policies and procedures.

• Knowledge of, or the ability to adapt to, a university and a public sector environment.

• Proficiency with Workday HCM/Finance; Adaptive Insight.

• Experience working in an academic or non-profit organization, and interacting with elected officials and regional/national associations.

• An affinity for working in a dynamic, fast-paced environment.

• Experience with Canvas and Banner.

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/