Dean's Office Operations Coordinator

Montclair State University•Montclair, NJ

About The Position

Reporting to the Assistant Dean of Finance & Administration, the Operations Coordinator supports the administrative, financial, and academic operations of the Feliciano School of Business. This role coordinates faculty-related processes, academic operations, and financial and data-driven activities that support decision-making and plays a key role in the execution of faculty hiring and onboarding, financial transactions, course planning, and operational initiatives. Working closely with the Dean’s Office, academic departments, and central university offices, the Operations Coordinator serves as a central point of coordination and contributes to the continuous improvement of processes and systems across the School.

Requirements

Bachelor’s degree from an accredited college or university.
Minimum of three years of relevant administrative, financial, or operational experience.
Strong organizational, analytical, and communication skills.
Ability to manage multiple priorities with attention to detail and accuracy.
Proficiency in Microsoft Office Suite.

Nice To Haves

Master’s degree from an accredited college or university.
Experience working in a higher education environment.
Proficiency with Workday.
An affinity for working in a dynamic, fast-paced environment.

Responsibilities

Prepare and manage spend authorizations, expense reports, supplier invoices, internal service deliveries, accounting adjustments, budget amendments, and other financial processes to ensure accurate budgeting, payment, and compliance with university guidelines.
Support academic departments with the faculty search process, ensuring an efficient hiring process.
Manage the Workday hiring process for full-time and per diem staff, including, but not limited to, scheduling candidate interviews, maintaining candidate tracking spreadsheets, and overseeing the Workday hiring workflow.
Manage the Faculty Scholarship Program (FSP) process, including data management, coordination of timelines in accordance with the Provost's calendar, and providing guidance to faculty throughout the process.
Maintain faculty records in Watermark Faculty Success and other systems, ensuring data accuracy, consistency, and completeness.
Support course scheduling and academic planning in coordination with academic departments.
Provide data analysis and reports to leadership, including analysis of grade trends, survey results, and enrollment data.
Provide guidance and support to faculty and staff with travel-related inquiries, while maintaining and enhancing the Canvas Travel Community to ensure accurate, up-to-date travel information, resources, and guidance.
Manage the Dean's Office scholarship process, including reviewing Scholarship Universe, monitoring progress, and coordinating timelines with the Student Services Committee, academic departments, the Foundation, and the School of Business Communications Director to ensure efficient operations and timely communications.
Manage confidential records and files, ensuring strict data protection, proper organization, and compliance with university policies to safeguard sensitive information.
Oversee facilities-related needs for the Dean's Office, ensuring the office remains fully functional while coordinating necessary repairs and improvements in a timely manner.
Support and coordinate special projects, operational initiatives, and other assigned responsibilities within the Dean's Office, demonstrating flexibility and adaptability to meet the evolving needs and strategic priorities of the school.
Perform other duties as assigned. Management retains the right to add or change job duties at any time.