Montclair State University

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 Executive Assistant to the President, the Administrative Assistant is responsible for performing clerical and administrative tasks within an office setting to support daily operations. The duties include answering and transferring phone calls to employees, greeting visitors when they arrive for meetings with staff and management, providing administrative support in the office and functioning as a fully engaged member of the staff team in a high-pressure, demanding, and very public environment.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Reception

• Manage front desk reception and serve as the first point of contact for all internal and external visitors; greet all visitors with interest and enthusiasm and identify the purpose of their visit.
• Answer and refer all front desk phone calls to the appropriate department, including taking messages when needed, retrieving voicemails and distributing the messages accordingly.
• Provide high level customer service to the campus community in a timely manner and manage the flow of customers in a courteous and professional manner. May be required to present policies and regulations to visitors.
• Manage Office of the President email; review email messages and respond in timely manner; forward email messages to the appropriate office staff or appropriate department for their response.
• Handle all incoming mail, including opening, time stamping and routing as required.

General Office Support

• Maintain confidential filing system of electronic and paper records; databases and tracking documents such as Contact Management, internal and external directories, office inquiries and requests, and other related records.
• Coordinate room reservations and reserved parking requests.
• Maintain office supplies and purchase as needed.
• Serve as primary tech support and liaison with OIT for office technology needs (phones, copier, printer, laptop, etc.).
• Serve as back-up and assist with expense reimbursements and vendor payments through Workday Finance.

Support to Executive Assistant

• Assist in daily document preparation and filing.
• Prepare and print letters and other materials as directed.
• Assist in coordination of student-related events.

Other

• Assist Director of Government Relations with scheduling, document preparation and provide administrative support as needed.
• 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.
• Three or more years of related experience in an administrative staff role, supporting administrators, complex functions or projects, or comparable experience.
• Excellent communication skills, including 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.
• Excellent computer skills including proficiency with Excel, Word, etc.
• 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.

PREFERRED:

• Confidence in prioritizing work and working with minimal supervision.
• Excellent writing and proofing-reading skills.
• Knowledge of, or the ability to adapt to, a university and a public sector environment.
• A very high degree of organizational skills, accuracy, and attention to detail.
• A high degree of comfort working in a team environment, where each member of the team is ready to step in and help when needed.

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. 

Department

President's Office Administration

Position Type

Administrative

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/