Under the supervision of the Associate Dean of the College of Science and Mathematics (CSAM) the Program Associate will provide administrative and financial management support for the Department of Physics and Astronomy and financial management support for select CSAM units as needed.
Administrative and financial management support for the Department of Physics and Astronomy includes:
• Communicate with department members, clients, visitors and callers, and handle general requests for information
• Assist with scheduling department meetings, activities, and events, coordinate travel forms and reimbursements, handle textbook orders, prepare and distribute agenda and meeting materials, and take minutes during meetings.
• Assist department chair with procurement and financial transactions including preparation of requisitions, tracking and payment of purchase orders, p-card purchases, processing invoices, vouchers, and reimbursements.
• Assist department chair with hiring and on-boarding new student assistants, post-doctoral researchers, and part time employees via the Human Resources software systems.
• Performs other duties as assigned by the department chair.
Financial management support for select CSAM units includes
• Assist new CSAM faculty with financial transactions supported by startup accounts.
• Assist with financial transactions supported by external funding.
• Support the grants and contracts accounting services of the Dean’s Office.
• Performs other duties as assigned by the Associate Dean of CSAM.
Management retains the right to add or change job duties at any time.
• Bachelor’s degree
• Proficiency in common office software including word processing programs, spreadsheets, presentation software, email, web browsers, and electronic calendars
• Superior interpersonal skills and the ability to work well with students, administrators, faculty, staff, and university guests in a diverse setting
• Strong oral and written communication skills
• Strong quantitative skills
• Ability to multi-task, organize and prioritize multiple tasks, and work independently in a professional setting
• Experience working in academic institutions or a research setting
• Experience with software systems used in financial management, grants management, and human resources, such as People Soft, Workday, Banner, or comparable
• Experience with Montclair State University procurement and financial management practices