Montclair State University

  • Program Assistant, Department of History

    Job Locations US-NJ-Montclair
    Posted Date 2 weeks ago(10/4/2018 8:54 AM)
    # of Openings
    College of Humanities and Social Sciences
  • Overview

    Assists the Chair of the History Department with strategic and operational processes including scheduling, hiring, staff development, supervision, and budgeting. Supervises and coordinates day to day operation of the department.


    • Hires, trains and supervises all student workers.
    • Orders and maintains supplies for the Department.
    • Assists with recruitment, scheduling, and orientation of Departmental faculty adjuncts.
    • Maintains calendar of all significant dates and activities of importance to the department, including Human Resources, faculty reappointment, budgeting, and other activities.
    • Coordinates adjunct hiring processes with personnel and human resources.
    • Supports the Department Chair on all personnel matters for adjuncts and full-time faculty.
    • Supports the Department Chair and Departmental Personnel Advisory Committee (DPAC) with preparation and security of confidential personnel material related to faculty personnel processes (tenure, promotion, range change, and reappointment, etc.).
    • Gathers data from student and faculty files and prepares reports organizing data (e.g., from student evaluations).
    • Oversees security and organization of all confidential applications, files and records related departmental searches.
    • Organizes and maintains schedule for departmental assets (labs, and/or rooms).
    • Coordinates and collects information for Departmental Annual Report, in consultation with the Chair.
    • Works with the CHSS Web Content Manager in maintaining the department 's website.
    • Maintains the Departmental Community Canvas site.
    • Supports the Chair in course scheduling and submitting the same to the Dean's office in a timely manner.
    • Provides office coverage for the front office, as needed.
    • Manages all budget related matters on Financial Records System (FRS) and PeopleSoft.
    • Serves as Timekeeper-maintains record of faculty and adjunct absences, files report with Human Resources.
    • Attends and participates in meetings and events related to assigned responsibilities.
    • Makes necessary arrangements for department events-travel arrangements for speakers, conference room reservations, catering, etc.
    • Serves as liaison to other campus offices- (physical plant, facility service, Registrar Office,
    • Human Resources, Budget Office, Accounting, Grant Office, ORSP, and the book store, etc.).
    • Provides pre-award financial planning and post-award support to grant recipients and account
      management through the use of FRS or PeopleSoft.
    • Performs other duties as assigned.
    • Management retains the right to add or change job duties at any time.



    • Graduation from an accredited college with a Bachelor's degree

    NOTE: Applicants who do not possess the required education may substitute experience on a year for year basis.

    NOTE: Applicants who possess an Associate's degree may substitute two (2) years of position related experience for the remaining two (2) years of education.



    • Specialized training in Accounting, Budget and/or Finance.
    • Knowledge of accounting systems, Microsoft Office, Microsoft Excel, data bases and web software
    • Ability to work in a high demand environment.
    • Ability to effectively use data and make decisions.
    • Excellent communication skills in writing, speaking and email.
    • Excellent organizational skills and attention to detail.
    • Experience in higher education.
    • Experience in serving and interacting with diverse communities.
    • Experience planning and implementing process changes to improve business needs.

    *NOTE: This is a civil service position. After successfully serving a 4-Month Working Test Period as required by the State of New Jersey, you will then be certified to your position, meaning you will attain a permanent status in this title.


    Salary Range: P16: $42,895.85-$60,350.09
    *NOTE: Salaries for internal candidates are determined by the New Jersey Civil Service Commission's formula. Salaries for external candidates are determined up to no more than $48,713.93.


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