IMPORTANT APPLICATION INSTRUCTIONS:
Note: If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years. You will then be able to attach your Resume/CV, as well as all other supporting documentation in the "My Experience" section of your application.
Job Description
SUMMARY:
Reporting to the Director of Facilities Strategic Operations, the Division Coordinator provides administrative support for the Office of the Vice President for University Facilities (VPUF), including the Vice President, the Director, and designated personnel, and works closely with the Director and other personnel to support division operations across multiple departments.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
• Provide administrative support and customer service for the VPUF office; including calendar management, file and archive maintenance, document creation and disposal, website and social media maintenance, employee desk setups, supply and equipment storage, telephone assistance, and conference room management. Consult with the supervisor concerning problems encountered in the office and make recommendations for resolution.
• Enter, track, and monitor personnel transactions in the university’s business operations system, including hiring workflows, scheduling interviews, conducting reference checks, and assisting with coordinating performance management processes.
• Prepare onboarding materials and arrange for timely distribution to new division hires.
• Provide procurement support services for the VPUF and others including purchasing research and pricing, vendor liaison, monitoring and reconciling invoices, entering, tracking, and closing requisitions, and monitoring expenditures.
• Assist with the administration and preparation of division training initiatives. Create schedules and rosters, organize and update calendars, secure and enable access to meeting locations, assemble teaching and learning materials, and coordinate supply orders and catering.
• Prepare and complete travel arrangements and expenses for UF staff attending conferences, meetings, etc., and coordinate related activities from initial request through submission and reimbursement. Reconcile travel receipts for division travelers and verify compliance with University policies. Establish liaison and coordinate activities with internal and external constituents for all travel issues.
• Participate in the administration of division-wide staff activities, meetings, and events by coordinating logistics including catering, scheduling, guest management, photography, transportation, supply orders and pickups, and tracking expenses.
• Create announcements and promotional materials for workshops and events using desktop publishing applications. Upload promotional materials, announcements, and photos to the division website, social media, and digital monitors.
• Attend training courses, seminars, or workshops in order to increase professional knowledge and skills, as required.
• Comply with safety and health standards and all rules, regulations, and orders. Participate in occupational health and safety training and promotes safe work practices through the selection of footwear appropriate for the work environment, and the utilization of personal protective equipment when necessary.
• Perform other duties as assigned.
• Management retains the right to add or change job duties at any time.
QUALIFICATIONS:
REQUIRED:
• Bachelor’s Degree from an accredited college or university.
• A minimum of two years of professional experience providing office operations support across multiple departments in a team environment.
• Proficiency in the use of the Microsoft Office Suite (Word, Excel, Power Point, etc.).
• Demonstrated experience in multi-tasking, the effective simultaneous execution of multiple projects, and adhering to deadlines.
• Able to work independently with minimal supervision. Ability to travel between campus locations and community events.
PREFERRED:
• Work experience in a Facilities-related environment.
• Experience with website and social media maintenance.
• Familiarity with HR, Learning, and Finance Management systems.
• Committed to providing quality assistance and customer service to internal and external constituents using clear, courteous, and effective communication.
PROCEDURE FOR CANDIDACY
Applicants should include a resume and cover letter describing how their background, skills and education match the needs of the University. When applying, please take a moment to carefully read and follow the steps in the application instructions.
Salary Range
$63,833.23-$73,415.99 AnnualThe position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance. For further details, please visit: https://www.montclair.edu/human-resources/benefits/
Montclair State University considers factors such as, but not limited to, scope and responsibilities of the position, candidate’s relevant work experience, education, skills, and internal equity, when extending an offer.
Salary offers for internal employees who are part of a collective bargaining unit (CBU) and are applying to a position that is within a CBU will be determined in accordance with contractual provisions.
Department
Facilities Learning and DevelopmentPosition Type
Professional - Non-FacultyContact Information:
For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email talent@montclair.edu.
Inclusion Statement
Montclair State University values access and educational excellence. We are committed to an environment of diverse perspectives which ensures that graduates will be civically engaged, committed to democracy, and prepared to thrive as global citizens. We foster a community that promotes varied experiences and voices. We seek applicants who will contribute diverse ideas and perspectives and who value an environment that promotes educational growth and advancement for all.
EEO/AA Statement
Montclair State University is an Equal Opportunity/Affirmative 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/
Title IX and 34 C.F.R. 106 Policy
Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities. The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details, please visit: https://www.montclair.edu/human-resources/job-seekers/