Montclair State University

  • Graduate Program Administrative Assistant

    Job Locations US-NJ-Montclair
    Posted Date 1 month ago(1 month ago)
    ID
    2018-1840
    # of Openings
    1
    Category
    School of Nursing
  • Overview

    Reporting to the Graduate Program Director and Associate Director of the School of Nursing, the Administrative Assistant will be responsible for coordinating all activities relating to the day-to day operations of the program. These duties will include all communication with students; scheduling all meetings; ordering books, testing materials and supplies; assisting with registration. If, necessary, will be trained in the university systems e.g. Banner to assist the faculty. The incumbent will be the first point of contact for students, faculty, staff and visitors for the school.

     

    The candidate will provide administrative support including triaging phone calls, preparing correspondence, scheduling meetings and coordinating catering, ordering supplies, working with IT on service requests, reservation of space and necessary equipment, and sorting and delivering mail and office correspondence. The candidate will assist the program director with all program and student activities and correspondence relating to the program.

    Responsibilities

    The administrative assistant will provide administrative support, for the graduate program coordinating all activities relating to the day-to day operations of the program. These duties will include all communication with students; scheduling all meetings; ordering books, testing materials and supplies; assisting with registration.  If, necessary, will be trained in the university systems e.g. Banner to assist the faculty. Triaging phone calls, preparing correspondence, coordinating catering, working with IT on service requests, and sorting and delivering mail and office correspondence, process travel and business expense reports, reimbursements, and check requests. Additional duties include maintaining the generic school email and responding to inquiries appropriately and in a timely manner, maintain essential files, schedules the use of conference rooms, facilities and/or equipment.

    Performs other duties as assigned.

    The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the position.

    Qualifications

    Bachelor’s degree, preferred, plus one (1) year of related experience, preferably in education or higher education.

    The successful incumbent must possess excellent verbal/written communication and interpersonal skills. S/He will be able to set goals and prioritize multiple tasks in a fast-paced environment and work successfully under pressure. The Administrative Assistant will be a team player, as well as able to work independently, while exhibiting excellent judgment and discretion and maintaining confidentiality at all times. S/He must be computer literate, with a solid background in Microsoft Word and Excel.

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