Montclair State University

  • Program Associate

    Job Locations US-NJ-Montclair
    Posted Date 2 weeks ago(11/27/2018 12:59 PM)
    # of Openings
    Undergraduate Admissions
  • Overview

    Reporting to the Director, and with a high degree of professionalism, the Program Associate serves as the office manager for the Office of Undergraduate Admissions and as an administrative support to the Director.  Working with the Director and Associate Director, the Program Associate provides budgetary oversight for the department by managing expenditures, preparing and maintaining reports, and vendor processing. The Program Associate maintains the department’s inventory of office supplies and materials related to student recruitment and overall office functions.  The Program Associate also fully engages in all the events and activities conducted by the Office of Undergraduate Admissions related to student recruitment.


    Budgetary oversight (35%):

    • Prepares monthly budget reports and budget projections.
    • Maintains the financial record keeping and tracking system for the office including budgets, encumbrances, check requests, online requisitions, travel vouchers, purchase orders and receiving.

    Office management (30%):

    • Serves as liaison with external vendors for the ordering and maintenance of office equipment.
    • Coordinates inventory control of office supplies and recruitment materials and processes supply orders as needed.
    • Assists in the coordination and implementation of departmental events.
    • Maintains human resource documentation, staff directories and departmental calendar.
    • Serves as a troubleshooter for the office.

    Associate to the Director (30%):

    • Assists the Director by answering phones, responding to inquiries, scheduling meetings, organizing mail, maintaining paper and electronic files, preparing paperwork, coordinating travel arrangements, special projects, departmental reports, organizational charts, rosters, correspondence and other duties as assigned.
    • Manages the Director’s calendar.
    • Manages the process through which applicants request reconsideration of their applications. Prepares these files for review by the Director and initiates follow-up with students.
    • Maintains a high degree of discretion on matters related to human resources and other confidential issues.


    Other duties as assigned (5%):

    • Serves as a liaison/resource person for prospective students and their families.
    • Participates in on and off campus recruitment events.
    • Applies principles, federal and/or state laws and regulations as required.
    • Performs other duties as assigned.

    Management retains the right to add or change job duties at any time.


    • At least 1 year of professional experience in a support role or other function related to program management, budget management, or executive support
    • An Associate’s degree or its equivalent granted from a regionally accredited college or university. Additional years of relevant experience may be substituted for education upon the discretion of the hiring manager.
    • Direct experience with budget management and procurement
    • Strong computer skills, including familiarity with Word, PowerPoint, and Excel.
    • Excellent written and oral communication skills
    • The successful candidate must possess superior problem solving skills, efficient multitasking skills and the ability to work independently, as well as within a group. This is a fast paced, demanding work environment that requires a friendly, cooperative team spirit and a positive approach to customer service.
    • Must be willing to work non-traditional hours, including nights and weekends, during peak recruitment periods. Must attend all relevant on-campus recruitment events, as directed by the immediate supervisor.
    • Must have reliable access to a vehicle and a valid driver’s license. Some travel for recruitment purposes may be required on occasion.



    • Graduation from a regionally accredited college or university with a Bachelor’s degree is highly desired.
    • A working knowledge of PeopleSoft Financial Management System is highly desired
    • Prior experience in Higher Education or a related field is desired

    Fluency in a language other than English


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