Program Assistant

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 University Registrar, the Agency Services Representative manages and supports a variety of office functions and responsibilities. The representative provides essential administrative support, addressing and resolving daily operational challenges. Additionally, the role relays information across different areas within the office and offers backup support during peak periods.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Assist the University Registrar with scheduling, budget management, and general office management duties (calendar, meeting minutes, staff evaluation deadlines, and maintenance of office supplies).

• Utilize Banner, Workday, and DegreeWorks to accurately and efficiently enter data.

• Support the Registrar’s Office with the maintenance of training materials and related information.

• Assist in ensuring the successful execution of registrar projects, meeting established objectives and timelines, with a hands-on approach to project completion.

• Perform regular maintenance of email accounts for the Office of the Registrar, responding to inquiries in a timely manner.

• Provide excellent customer service to students and other University constituents.

• Represent the Office of the Registrar at University meetings and events.

• Prepares reports and correspondence; maintains essential records and files.

• Communicate with the direct supervisor regarding any issues or problems and identify a resolution.

• Performs other related duties as assigned.

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

QUALIFICATIONS:

REQUIRED: 

• Minimum of 4 years of professional experience providing information and support to customers or clients, responding to technical inquiries and/or complaints regarding products, services or programs, or collecting payments in a government or office setting.

• NOTE: A Bachelor’s degree may be substituted for the required experience.  An Associate’s degree may be substituted for two (2) years of position related experience.

• Ability to work with MS Office Suite products, including Excel, and Google Suite products

• Strong communication skills (speaking and writing).

• Excellent customer service skills in a fast-paced office environment

PREFERRED:

• Bachelor’s degree from an accredited college or university.

• Experience utilizing Banner, Workday, DegreeWorks, Slate, TES, and scheduling software.

• Ability and willingness to learn and utilize new technologies to perform daily work

• Working knowledge of FERPA and state guidelines for record keeping.

*NOTE: This is a Civil Service position.  As required by the State of New Jersey, in order to be certified to the position and attain permanent status in title, candidates are required to successfully serve a 4-Month Working Test Period.

SALARY RANGE: P16: $49,738.97 - $69,977.54 *NOTE: Salaries for internal candidates are determined by the New Jersey Civil Service Commission's formula. Salaries for external candidates are determined up to step four, $56,485.16.

NJ SAME Applicants

This position is a non-competitive, unclassified posting and complies with the NJ SAME Program. If you are applying under the New Jersey "SAME" program, your supporting documents (Schedule A or B letter), resume (CV), as well as the names and contact information for three professional references should also be sent to: