Assistant to Dean & Office Manager

The College of New Jersey • Ewing Township, NJ

5d • $64,340 - $73,257

About The Position

This position develops and maintains administrative, financial, organizational systems for the Dean's office of the School of Science. There are key components required for this job in the School of Science.
Budget manager
Communication manager
Collaboration liaison with the School of Science departmental PAs and other campus units
Frontline support

Requirements

• Bachelor's degree from an accredited college or university or equivalent relevant experience.
• At least 3 years of professional experience related to scope of the position, including significant experience with analytical strategies, approaches, and software for managing office functions.
• Six (6) years of professional experience in different aspects of administration and business practices; including design and implementation of policy and procedures, vendor service contracts and improving and updating management practices.
• Or, Possession of a bachelor's degree from an accredited college or university; and two (2) years of the above-mentioned professional experience.
• Or, Possession of a master's degree; and one (1) year of the above-mentioned professional experience.
• Budget management experience, management of systems/records and accountability.
• Proficiency in Oracle Cloud and Google platforms.
• Ability to maintain confidentiality around sensitive fiscal information.
• Experience planning events or coordinating projects.
• Ability to manage a budget, process payments, and willingness to learn new financial platforms. Familiar with Oracle Cloud, iContracts, etc.
• Ability to prepare clear, technically sound, accurate and informative reports containing findings, conclusions, and recommendations. Ability to prepare correspondence.
• Ability to organize and prioritize assigned work, analyze problems, and develop appropriate work methods.
• Excellent interpersonal skills, strong ability to work in a collaborative team environment, self-starter and independent creative thinker. Ability to work across a broad range of individuals, groups, and personality types.
• Ability to prepare clear, technically sound, accurate and informative reports containing findings, conclusions, and recommendations. Ability to prepare correspondence.

Nice To Haves

• Ability to use AI tools to enhance workflow is a plus.
• Must possess willingness to learn new platforms and methodologies as needed.

Responsibilities

• Responsible for creation and deployment of internal (students, faculty, staff) and external (HS students, alumni, partners, campers etc.) communications (newsletters, social media, emails, Dean’s list). Regularly update website materials, text, photos, organization to enhance marketing of programs, resources and degrees and to ensure accessibility compliance.
• Travel Oversight: Manage and approve travel logistics for faculty, students, and staff, ensuring alignment with university policy and budget availability. System Management: Manage communications with faculty and staff to ensure accuracy and compliance within the Concur system; serve as the subject matter expert for travel inquiries. Reconciliation: Responsible for the monthly reconciliation of the Dean’s Office travel card and associated expense reports.
• Acts as the primary point of contact for the School, providing exceptional service to callers, visitors, faculty, and staff. This role manages administrative workflows and collaborates across campus units to optimize departmental operations.
• Communication & Reception: Serve as the first point of contact for all inquiries; provide accurate information and guidance to students, faculty, and visitors.
• Process Improvement: Serve as a liaison between School departments and campus partners to develop and implement efficient new work methods.
• Chairs' Meeting Coordination: Organize, schedule, and attend Department Chair meetings, ensuring accurate documentation and follow-up.
• Records Management: Maintain essential physical and digital records, ensuring data integrity and confidentiality.
• Organizes and oversees the acquisition, distribution, and inventory. Monitors and orders Dean's office supplies. Supervises and monitors the work of student workers and/or graduate assistants (as applicable). Develop work plan for student workers, process time card, oversee work of the student worker.
• Identify problem areas in workflow and implements improved methods to ensure smooth operating conditions in the Dean's office.
• Administrative Support: Schedule reoccurring meetings with groups of stakeholders (chairs, dean, staff, etc.) to prioritize time of the Dean; manages Dean’s office staff calendars as needed; schedules and coordinates program reviews and oversees science in-box email correspondence and other clerical tasks.
• Attends and participates in on-campus and off-campus meetings, conferences, and/or events. Serves on standing and ad hoc committees.
• Manages day-to-day budget needs for the School of Science; coordinates purchasing and reimbursements; compiles and analyzes financial and budgetary data to develop budget forecasts and make actionable recommendations for the Dean to promote fiscal sustainability, organizes and executes, as needed, large purchases with multiple stakeholders across the school.
• Closely monitors the fiscal affairs of the Dean's office in coordination with the program assistants from the five academic departments.
• Compiles and analyzes statistical, financial, and other data. Prepares clear, technically sound, accurate, and informative reports containing findings, conclusions, and recommendations.
• Reconciles expenses with the budget.
• Ensures expenses are applied to correct line items within budget.
• Regularly reviews trends and makes recommendations to Dean.
• Completes foundation transfers.
• Ensure strict compliance with all institutional, federal, and state financial requirements and policies.
• Maintains up to date shadow budget.
• Act as the primary liaison between the School of Science and the College's Budget & Finance and Advancement departments.

Benefits

• Comprehensive benefit plans covering medical, dental and prescription plans
• Generous leave entitlements program and Energy Savings Program
• Employee and dependent Tuition Waiver and Reimbursement Program
• Pension, retirement, and deferred compensation plans, group life insurance
• Employee Assistance Program (EAP)
• Employee affinity groups
• New Jersey State Employee Discount Program (Pet insurance, cell phone plan discounts, discounted amusement park tickets, etc.)
• Access to extensive learning opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level