Cali Department Administrative 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

The John J. Cali School of Music seeks a dynamic, highly organized Administrative and Project Assistant to support the Director of the School and help coordinate our innovative Immersive Residency Program. This flexible, part-time temporary position is ideal for someone with excellent administrative skills and a passion for working with world-class performing artists. Part company manager, part project coordinator, part right-hand assistant—this role offers a behind-the-scenes experience in arts administration and the opportunity to contribute to a nationally recognized school of music.

Key Responsibilities:

• Provide administrative support to the School Director

• Assist with scheduling, correspondence, and documentation related to residency activities

• Coordinate logistics for visiting artists, including travel, hospitality, rehearsal and performance schedules

• Support internal communications between faculty, staff, and students related to residency events

• Track deadlines, budgets, and deliverables for residency-related projects

• Prepare meeting materials, take notes, and support follow-up on action items

• Provide general assistance during residency events, including on-site coordination and artist support

Qualifications:

• Strong organizational and communication skills

• Detail-oriented and proactive, with the ability to juggle multiple priorities

• Experience working in performing arts, higher education, or arts administration preferred

• Comfort working with artists, guests, and leadership in a fast-paced, creative environment

• Proficiency in Google Workspace and basic project management tools (e.g., Basecamp, Trello, Asana, Excel)

• Flexibility to work occasional evening or weekend hours during artist residencies a must

• Bachelor’s Degree from an accredited university in a related field

• Knowledge of music and/or performing arts

Why Join Us?

This is an excellent opportunity for someone interested in gaining hands-on experience in arts administration while working alongside renowned artists and educators. You’ll play a key role in bringing transformative musical experiences to our students and community—and have a front-row seat to some of the most exciting creative work happening on campus.

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

Please submit resume and cover letter to music@montclair.edu with the Subject: Cali Department Assistant

Salary Range

$25.00-$30.00 Hourly

The 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

Cali School of Music (Temporary)

Position Type

Hourly - Temporary

Contact Information:

For questions or concerns, please contact Human