Administrative Services Coordinator (Multiple Positions)

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 Director of Operations and Administrative Affairs, the  Administrative Services Coordinator provides operational and administrative support to the College of Humanities & Social Sciences with dedicated support for academic departments, faculty, and students. The  Administrative Services Coordinator is responsible for assessing and coordinating program level procedures and guidelines, managing adjunct and instructional hiring and payments, supporting budget, finance, and procurement operations, as well as departmental events and meetings, and providing general departmental student services and program coordination.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Serves as a useful source of departmental information and works cooperatively with students, administrators, faculty, and the public. Provides assistance and refers to appropriate offices and campus resources.

• Provides direct administrative support to faculty and chairpersons including collecting and organizing materials for faculty meetings, student recruitment events, etc.; takes minutes at departmental meetings.

• Uses university platforms, such as Cognos, Navigate, Tableau, to access course, advisor, and enrollment reports. Processes student academic actions such as permits, credit adjustments and faculty advisor assignments.

• Assists the chairpersons with entering course information into CLSS, as well as faculty teaching loads into Instructional Service Reports (ISRs).

• Responsible for departmental email accounts, answering faculty and student requests in a timely manner. Maintains department share drives including personnel records, syllabi, templates, student-related actions and budget/financial records.

• Coordinates and tracks adjunct hiring process including gathering documentation, and managing the Workday process. Prepares returning adjunct contracts and collects signed contracts and syllabi.

• Processes and tracks all Approval/Payment Forms for Teaching Assignments for Professional and Administrative Staff. Oversees period activity payments for adjuncts and processes additional adjunct assignments.

• Assists with faculty and staff searches. Organizes application materials, schedules interviews, and handles on-campus interview logistics including lodging, travel reimbursements, on-campus itinerary and other events.

• Coordinates and executes all aspects of departmental events including room scheduling, catering arrangements, preparation of materials, facilities requests, event publicity and registration, logistics, and serving as event liaison.

• Creates surveys via Google Forms or Qualtrics to gather program data as requested by faculty and chairpersons.

• Assists with 25Live reservations and event postings via Engage and University calendar.

• Assists chairpersons with management of the departmental budget, as well as supplemental budgets (IDC, revenue) in Workday Finance. Processes purchases and other budgetary transactions, such as requisitions/purchase orders, supplier invoices, and expense reports and other budgetary processes (i.e. budget amendments), and maintains financial records for all department cost centers.

• Serves as the liaison with the Foundation office to process foundation vouchers and scholarships. Processes and distributes foundation scholarships ensuring that student nominees meet the scholarship criteria.

• Maintains student worker program; recruits, interviews, trains, and supervises all student workers.

• Creates and maintains electronic departmental files; scans existing hard-copy files.

• Serves on College and University committe