Administrative Assistant (Dean of Students Office)

Montclair State University•Montclair, NJ

6d•Onsite

About The Position

The Administrative Assistant provides high-level confidential administrative support to the Dean of Students. Responsibilities include coordinating scheduling, maintaining confidential communications, and managing the day-to-day operations of the Dean of Students Office. The Administrative Assistant serves as a primary point of contact for internal and external constituencies and plays a key role in ensuring the efficient daily functioning of the Dean’s Office.

Requirements

Bachelor’s degree from an accredited college or university.
Minimum two years of professional experience within higher education.
Ability to acquire comprehensive knowledge of college policies and procedures.
Excellent communication skills, including verbal, written and proof-reading skills
A poised and professional manner in greeting, speaking with, and providing assistance to a wide range of people, both over the phone and in person.
A high degree of comfort with multi-tasking, adapting to sudden changes in office priorities our anticipated new projects and deadlines.
Superior-level proficiency with the Microsoft Office Suite, Google Mail, and the ability and inclination to quickly learn new applications.
Ability to work in a highly confidential environment.
Strong organizational skills with a high level of confidentiality, accuracy, attention to detail.

Nice To Haves

Three years of professional experience serving as an Administrative Assistant or similar role.
Proficiency in the use of electronic systems and platforms used at the University such as Workday, 25Live, Navigate, Canvas, Engage, and Symplicity or Maxient.
Experience working in an academic or non-profit organization.
Experience working with or supporting at-risk student populations.
An affinity for working in a dynamic, fast-paced environment.

Responsibilities

Provide confidential administrative support to the Dean of Students, including managing the Dean's complex calendar and scheduling appointments, meetings and events for senior university leadership, faculty, staff, students and external partners.
Prepare and coordinate meeting logistics, reports, presentations, agendas, meeting materials, and official communications on behalf of the Dean.
Serve as the primary point of contact for the Dean's Office by monitoring, prioritizing, and responding to inquiries via phone, email or in person communications; assessing needs, routing requests to the appropriate departments or teams, and ensuring timely resolution and follow-up.
Maintain records of inquiries received by the Dean's Office, analyze recurring issues and patterns, and escalate emerging concerns to appropriate members of the leadership.
Maintain a high level of awareness and understanding of priorities, initiatives and key stakeholders to effectively manage requests.
Identify gaps, recommend improvements and partner with the Dean to develop, implement, and maintain effective office procedures and workflow processes that improve operational efficiency.
Maintain and store confidential electronic and paper records for the Dean of Students Office, ensuring organization and compliance.
Serve as a liaison between the Dean's Office and students, faculty, staff, university administrators, parents, alumni, and community partners.
Collaborate closely with the administrative team to ensure efficient day-to-day operations, providing cross-functional support and coverage as needed to maintain continuity of services and meet operational demands.
Interact professionally and collegially with faculty, staff, students, and external partners while maintaining a high level of composure, discretion and confidentiality.
Establish effective working relationships with administrative offices and academic units across the University.
Follow and assess standard operating procedures for the Dean of Students office, specifically those related to external and internal visitors.
Utilize and remain proficient with systems and technology used by the department and the University.
Prepare clear, accurate, and informative reports containing findings, conclusions, and recommendations.
Exercise independent judgment in interpreting policies, prioritizing assignments, and managing sensitive and confidential information while ensuring the effective operation of the Dean's Office.
Represent the Dean's Office at meetings and campus events as assigned.
Perform other related duties as assigned.
Management retains the right to change or add job duties at any time.