The program assistant for the Department of Writing Studies will provide assistance to the Chairperson and the Director of First-Year Writing in the general administration and maintenance of the office operations and general functions of the department. Â This position requires excellent interpersonal skills. Â Fluency in standard business English, proficiency in standard office procedures, computer literacy, and an ability to learn new software packages are also crucial.
Serves as a helpful and welcoming presence in the office, working cooperatively with faculty, staff, students, and visitors
Answers and deals effectively with incoming phone calls, emails, and visitors
Takes and delivers accurate messages (via phone, in-person, and email)
Serves as a useful source of departmental information for students, administrators, faculty, and the public
Tracks and orders office supplies
Manages incoming and outgoing postal mail
Accesses course and enrollment information for students and faculty
Helps students with paperwork such as credit adjustments, course permits, and change of major/minor forms
Serves as the departmental liaison to other campus officesâ”Facilities (submitting maintenance requests), Registrar, HR, Budget, Public Relations, Grants, ORSP, the bookstore
Provides copying and other general administrative assistance to the chairperson as well as faculty
Works collaboratively on projects with Chair, Director of FYW, Associate Director of FYW, Assistant Director of FYW, and Coordinator of College Writing Studio
Assists with job searches, onboarding, scheduling, orientation, and compensation for full-time and adjunct faculty, including maintaining application files, processing hiring with HR and other offices, and communicating accurately with Payroll
Assists department chair and Department Personnel Advisory Committee (DPAC) with preparation and security of confidential personnel material related to faculty personnel processes (tenure, promotion, range change, and reappointment, etc.), including assisting with course evaluations, and maintaining a record of faculty and adjunct absences
Collects and organizes materials for faculty meetings, student recruitment events, etc.
Assists with the organization of department events
Makes necessary arrangements for speaking engagements, travel arrangements, and for conferences and meetings, including completing and submitting forms for reimbursement and honoraria
Assist with department website operations
Gathers data from student, faculty, and alumni files and prepares reports
Serves on College and University standing and ad hoc committees where appropriate
Assists Chair and Associate Director of FYW with course scheduling
Assists Chair and Assistant Director of FYW with course observations
Assists Chair with the management of the department budget (forecasting, requisitions, payments)
Creates and maintains student and curricula files
Scans existing files to create searchable PDFs
Establishes and maintains student worker program for the department office; recruits, interviews, hires, trains, and supervises department office student workers; trains student workers in department practices
Assists Coordinator of the Writing Studio with issues related to the Studioâ™s student workers
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 Bachelorâ™s degree.Â Applicants who do not possess the required education may substitute experience on a year-for-year basis. Applicants who possess an Associate's degree may substitute two (2) years of position-related experience for the remaining two (2) years of education.
Good communication skills in writing, speaking, and email
Experience with various electronic databases and technology-dependent office operations including familiarity with Microsoft Office Suite programs and a demonstrated ability to learn Montclair State Universityâ™s Financial Management System (FMS) and the Universityâ™s Banner system for student records, WorkDay for employee records, WordPress for website maintenance, and other components typical of modern technology-driven office operations
Excellent organizational skills and the self-initiative to perform a wide range of tasks without direct supervision or guidance
Experience in higher education
Experience managing and directing others
Effective proofreading skills
Familiarity with accounting systems, spreadsheets, and databases
Ability to succeed in a high-demand environment
Experience in serving and interacting with diverse communities
Experience planning and implementing program and process change to improve work experiences
Experience using data to inform strategy and make decisions
Interested candidates will need to submit a resume and cover letter for consideration.
Organizational Marketing Statement:
With a proud history and a vibrant future, Montclair State University is one of New Jersey’s most diverse and dynamic institutions of higher education. One of four public research institutions in the state, Montclair State is a designated R2 Research Doctoral University by the Carnegie Classification of Institutions of Higher Education.
Located 12 miles west of New York City on a 252-acre suburban campus which boasts modern, state-of-the-art facilities complemented by green spaces, public plazas and striking Spanish Mission architecture, the University offers a comprehensive undergraduate curriculum with a global focus; a broad variety of superior graduate programs through the doctoral level; and a highly productive, dedicated and diverse faculty and student body.
The University’s 11 colleges and schools offer more than 300 undergraduate and graduate majors, minors, concentrations and certificate programs, and with more than 120 student organizations and 18 NCAA Division III athletic teams for men and women, Montclair State offers its students a comprehensive college experience.
Montclair State University is an Equal Opportunity/Affi...rmative Action institution with a strong commitment to diversity. Additional information can be found on the website at www.montclair.edu/human-resources/about-us/eo-aa-and-diversity/