Montclair State University

Program Assistant, Graduate Programs Office

3 months ago
# of Openings
School of Business


The Program Assistant provides administrative support for prospective and current students and Graduate Programs Office staff by answering student inquiries, scheduling appointments, meetings, processing invoices, ensuring payments are made in a timely manner, manage customer services smoothly and in a timely manner.



The program Assistant will assist with the following in the Graduate Programs Office:

  • Scheduling appointments for the Weeknight, Online, Hybrid, and Executive MBA and certificate potential and current students and faculty.
  • Greet office visitors (students, faculty, or outside individuals). Assist by answering questions and providing information about the programs. If needed, schedule a follow-up appointment with an advisor.
  • Scheduling meetings, book rooms, catering, and follow-up for all aspects of interface with internal and external constituents.
  • Financial Management System – purchasing, invoices, vendor management, payment follow up, budget transfers for program-related expenses.
  • Travel authorization and reimbursement
  • Pre-and Post-event email and phone communication with students
  • Contacting prospective and newly admitted students to provide important program information
  • Manage the generic MBA email account, answering questions from prospective and current students
  • Determine which student inquiries need to be routed to the correct staff and /or communicate the answer/resolution to the student if appropriate
  • Facilitate course evaluation process
  • Schedule information sessions and webinars for programs
  • Schedule video recording for online MBA lectures
  • Material preparation, registration support, assistance during meetings and events


  • Required: Bachelor’s degree, experience in higher education, customer service experience.
  • Strongly Preferred: Recent experience and facility with Banner and Financial Management System tools.


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