Program Associate

Job Description

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.

Reporting to the Chairperson, the Program Associate supports the Department of Biology with office management, financial processes, employee onboarding, course scheduling, and monitoring student enrollment. This position coordinates department events and other activities, assists with preparation of department documents, records, and websites.

• Maintain regular front office presence, answer/direct calls, receive mail/packages, and direct students and visitors to appropriate parties or resources as needed.
• Responsible for office management tasks, including the ordering and maintaining of office supplies, printers, copiers, and other tools/technologies; set up service visits as needed.
• Coordinate ongoing and ad hoc activities and events associated with the department; coordinate space reservations, catering, travel, and visitor accommodations.
• Assist in onboarding and off-boarding full‑time, part‑time, adjunct, and temporary faculty, staff, and student workers.
• Process supplemental payment requests for adjunct instructors in Workday.
• Monitor department spaces for issues and proactively address them, entering and following up on facilities work orders.
• Assist with departmental searches including interview coordination, communication with candidates, coordinate travel accommodations, and processing candidate reimbursements.
• Assist in coordinating and communicating with the Deans’ Office on access to department spaces.
• Assist with processing finance/accounts payable transactions for the department.
• Assist Chairperson with course scheduling and student course permits.
• Assist with the management of department web pages, social media accounts, and alumni outreach.
• Assist with timekeeping and supervision of department student workers.
• Prepare department correspondence as directed by the Chairperson.
• Performs other duties as assigned.
• Management retains the right to add or change job duties at any time.

• Bachelor's degree from an accredited college or university.
• A minimum of one year of office management or related experience.
• Proficiency in common office software, including word processing programs, spreadsheets, presentation software, email, web browsers, and electronic calendars.
• Ability to maintain currency in MSU software systems.
• Superior interpersonal skills and the ability to work well with students, administrators, faculty, staff, and university guests in a diverse setting.
• Proactive problem‑solving mindset.
• Strong oral and written communication skills.
• Ability to multitask, organize and prioritize multiple tasks, and work independently in a professional setting.

• Experience working in academic institutions or a research setting.
• Experience with software systems used in student records management, financial management, grants management, and human resources, such as Workday, Banner, Degree Works, or comparable.
• Experience with Montclair State University procurement and financial management practices.

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.