Division Coordinator

Montclair State University•Montclair, NJ

About The Position

Reporting to the Director of Facilities Strategic Operations, the Division Coordinator provides administrative support for the Office of the Vice President for University Facilities (VPUF), including the Vice President, the Director, and designated personnel, and works closely with the Director and other personnel to support division operations across multiple departments.

Requirements

Bachelor’s Degree from an accredited college or university.
A minimum of two years of professional experience providing office operations support across multiple departments in a team environment.
Proficiency in the use of the Microsoft Office Suite (Word, Excel, Power Point, etc.).
Demonstrated experience in multi-tasking, the effective simultaneous execution of multiple projects, and adhering to deadlines.
Able to work independently with minimal supervision.
Ability to travel between campus locations and community events.

Nice To Haves

Work experience in a Facilities-related environment.
Experience with website and social media maintenance.
Familiarity with HR, Learning, and Finance Management systems.
Committed to providing quality assistance and customer service to internal and external constituents using clear, courteous, and effective communication.

Responsibilities

Provide administrative support and customer service for the VPUF office; including calendar management, file and archive maintenance, document creation and disposal, website and social media maintenance, employee desk setups, supply and equipment storage, telephone assistance, and conference room management. Consult with the supervisor concerning problems encountered in the office and make recommendations for resolution.
Enter, track, and monitor personnel transactions in the university’s business operations system, including hiring workflows, scheduling interviews, conducting reference checks, and assisting with coordinating performance management processes.
Prepare onboarding materials and arrange for timely distribution to new division hires.
Provide procurement support services for the VPUF and others including purchasing research and pricing, vendor liaison, monitoring and reconciling invoices, entering, tracking, and closing requisitions, and monitoring expenditures.
Assist with the administration and preparation of division training initiatives. Create schedules and rosters, organize and update calendars, secure and enable access to meeting locations, assemble teaching and learning materials, and coordinate supply orders and catering.
Prepare and complete travel arrangements and expenses for UF staff attending conferences, meetings, etc., and coordinate related activities from initial request through submission and reimbursement. Reconcile travel receipts for division travelers and verify compliance with University policies. Establish liaison and coordinate activities with internal and external constituents for all travel issues.
Participate in the administration of division-wide staff activities, meetings, and events by coordinating logistics including catering, scheduling, guest management, photography, transportation, supply orders and pickups, and tracking expenses.
Create announcements and promotional materials for workshops and events using desktop publishing applications. Upload promotional materials, announcements, and photos to the division website, social media, and digital monitors.
Attend training courses, seminars, or workshops in order to increase professional knowledge and skills, as required.
Comply with safety and health standards and all rules, regulations, and orders. Participate in occupational health and safety training and promotes safe work practices through the selection of footwear appropriate for the work environment, and the utilization of personal protective equipment when necessary.
Perform other duties as assigned.
Management retains the right to add or change job duties at any time.