University Operations Assistant

2 weeks ago


Montclair, New Jersey, United States Montclair State Full time
Job Overview:

SUMMARY:
Under the supervision of the University Registrar, the Program Assistant plays a crucial role in managing and facilitating various administrative functions within the office. This position is essential for providing comprehensive support, tackling daily operational challenges, and ensuring smooth communication across different departments.

KEY RESPONSIBILITIES:

1. Assist the University Registrar with essential tasks such as scheduling, budget oversight, and general office management duties, including maintaining calendars, recording meeting minutes, and tracking staff evaluation deadlines.

2. Utilize software systems like Banner, Workday, and DegreeWorks to accurately input and manage data.

3. Support the Registrar's Office by maintaining training materials and relevant documentation.

4. Ensure the effective execution of registrar projects, adhering to established goals and timelines through a proactive approach.

5. Regularly manage email accounts for the Office of the Registrar, ensuring timely responses to inquiries.

6. Deliver exceptional customer service to students and other university stakeholders.

7. Represent the Office of the Registrar at university meetings and events.

8. Prepare reports and correspondence while maintaining essential records and files.

9. Communicate with the direct supervisor regarding any issues or challenges, identifying potential solutions.

10. Perform additional related duties as assigned, with the understanding that management retains the right to modify job responsibilities as necessary.


QUALIFICATIONS:

REQUIRED:

1. A minimum of four years of professional experience in providing information and support to clients or customers, addressing technical inquiries, or managing payments in an office or governmental setting.

2. A Bachelor's degree may substitute for the required experience, while an Associate's degree may replace two years of relevant experience.

3. Proficiency in MS Office Suite, including Excel, and Google Suite applications.

4. Strong verbal and written communication skills.

5. Excellent customer service abilities in a dynamic office environment.


PREFERRED:

1. A Bachelor's degree from an accredited institution.

2. Experience with Banner, Workday, DegreeWorks, Slate, TES, and scheduling software.

3. Willingness to learn and adapt to new technologies for daily tasks.

4. Familiarity with FERPA and state guidelines for record management.


NOTE:
This position is classified as Civil Service. Candidates must successfully complete a designated working test period to attain permanent status in the role.

SALARY RANGE:

Salary is determined based on internal and external candidate guidelines.


Department:
Registrar

Position Type:
Support

EEO/AA Statement:
Montclair State University is committed to diversity and is an Equal Opportunity/Affirmative Action institution. Further information is available on the university's website.

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