Coordinator For Office Operations

IMPORTANT APPLICATION INSTRUCTIONS:

• Upload Resume or Curriculum Vitae for automatic population of information to the application.

• The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.

• Review information and double-check all fields containing information that the system parsed - the software is intelligent, but you need to verify that the data is accurate.

• In the "My Experience" section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.

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 Assistant Provost for Finance and Administration, the Coordinator for Office Operations provides daily support to the Office of the Provost. Working closely with all administrative units within Academic Affairs, the Coordinator works to support the Provost and Assistant Provost for Finance and Administration in the following areas: calendar management, event scheduling, and ensure smooth coordination and organization of administrative support matters within the office. The Coordinator works independently and collaboratively, handles confidential information with judgement and tact, and collaborates across the division with schools/colleges and administrative units.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Manage and maintain executive calendars, including scheduling appointments, meetings, and conference calls for the Provost, Assistant Provost for Finance and Administration, and Vice Provost for Undergraduate Education.

• Coordinate internal and external meetings, ensuring all participants are informed and prepared, while facilitating smooth proceedings.

• Spearhead the planning and execution of various events, from small meetings to large-scale conferences, ensuring meticulous attention to detail and successful outcomes.

• Serve as a central point of contact, liaising effectively with team members to gather scheduling preferences and swiftly resolve conflicts.

• Arrange complex travel itineraries and accommodations for team members, optimizing cost-effectiveness and convenience.

• Prepare comprehensive meeting agendas and materials, ensuring timely distribution and thorough preparation.

• Maintain accurate records of appointments, meetings, and events, utilizing advanced scheduling software for efficient organization and accessibility.

• Provide comprehensive administrative support, including data entry, file management, and other general office tasks, with a commitment to precision and efficiency.

• Foster collaboration and alignment across departments, ensuring seamless coordination of schedules and priorities.

• Coordinate special projects and initiatives led by the Assistant Provost for Finance and Administration, providing logistical support and project management expertise as needed.

• Continuously assess office operations and identify opportunities for improvement, implementing innovative solutions to enhance efficiency and effectiveness.

• Performs 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 in business administration, communications, or a related field.

• A minimum of two years of progressive experience in relevant administrative roles within higher education, showcasing a deep understanding of academic operations and protocols.

• Proven track record in calendar management, event planning, or administrative support roles, demonstrating exceptional organizational skills and attention to detail.

• Strong communication skills, both verbal and written, with the ability to engage effectively with diverse stakeholders.

• Proficiency in Microsoft Office suite and scheduling software (e.g., Microsoft Outlook, Google Calendar), with a commitment to staying updated on technological advancements.

• Ability to work independently and collaboratively within a dynamic team environment, with a flexible and adaptable approach to changing priorities.

• Professional demeanor and unwavering commitment to maintaining confidentiality and discretion.

PREFERRED:

• Advanced degree and/or post-bachelor coursework.

• Experience in relevant administrative roles within higher education, showcasing a deep understanding of academic operations and protocols.

• Advanced proficiency in software applications such as Excel and Google Calendar, along with experience using university-based information systems such as Workday.

• Demonstrated ability to thrive in a fast-paced environment, with a proactive mindset and a proven track record of independently solving complex problems.

• Strong analytical skills, with the ability to anticipate needs, identify opportunities for process improvements, and drive innovative solutions.

• Commitment to ongoing professional development and continuous learning, with a passion for excellence and a drive to exceed.

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.

Department

Assistant Provost for Finance and Administration

Position Type

Professional - Non-Faculty

Contact Information:

For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email talent@montclair.edu.

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/