Program Assistant

The College of New Jersey • Ewing Township, NJ

11h • $51,480 - $74,754 • Onsite

About The Position

The Program Assistant provides comprehensive administrative, operational, and student-records support to the Counselor and Secondary Education. The position coordinates key academic and clinical processes across the annual cycle, including student file management, course and room scheduling, adjunct onboarding, licensure and certification documentation, admissions events, orientations, and honor society and graduation activities. The Program Assistant serves as a primary contact for students, alumni, adjuncts, and program partners, ensuring accurate records, timely communication, and smooth department operations in line with college policies and professional standards.

Requirements

• An associate's degree or bachelor's degree.
• Five years experience working in an administrative role across and within various systems.
• Knowledge of TCNJ internal systems and programs including PAWS, Heliocampus, and SAP Business Objects as well as strong word and data processing.
• Familiar with Taleo and hiring processes through TCNJ HR systems.
• Familiarity with TCNJ booking systems - BOOKIT to schedule rooms for classes and other events.
• Strong attention to detail, ability to manage multiple annual cycles (admissions, orientation, graduation, etc.), record-keeping discipline (both digital and paper systems) and deadline management across different stakeholders (HR, faculty, students, state boards).
• Strong communication and interpersonal skills - Ability to interact with students, alumni, faculty, and external agencies with cultural competency and an ability to foster inclusive learning environments and mutual respect for students and colleagues.

Nice To Haves

• Associate's degree or bachelor's degree add OR 5 years of relevant experience.

Responsibilities

• Create and maintain confidential student files for all admitted students, including checklists, forms, and supporting documentation.
• Prepare new student files for each admissions cycle; create files for spring, summer, and fall admits and ensure Student Checklists are placed on the inside cover of each folder.
• Maintain ongoing accuracy of student files by cross-referencing against the current enrollment database (e.g., R Drive databases, PAWS).
• Manages all change of major forms for internal transfers and assigns advisors for graduating students, update Student File Checklists using data from Supervision Assist (or equivalent), including: Total practicum hours, Total internship hours, Total
• Prepare letters of verification for alumni and graduating students (e.g., LPC, SAC, state licensing board) using department shell letters and templates.
• Draft and submit letters verifying supervised hours, coursework, and program completion, on official letterhead and in PDF format, to appropriate state or licensing agencies as requested and approved by the Clinical Coordinator.
• Process and track Intent to Graduate forms for School Counseling Certification, SAC Certification, and substance abuse specialization (e.g., DPSD), using class rosters, unofficial transcripts, and memos from the Certification Office.
• Submit SAC and School Counseling certification lists (names, contact information, eligibility verification) each year to the Certification Office, based on Intent to Graduate forms and unofficial transcript review.
• Collaborate with the department chair to review semester schedules (fall, spring, summer) to ensure: All courses are entered and listed correctly in PAWS. Appropriate course caps are set and approved. Rooms are assigned and accurately reflected in the system.
• Assign rooms in the department suite for individual supervisors (fall, spring, and summer), ensuring adequate space for individual and group supervision.
• Monitor rooming deadlines (e.g., priority rooming in December) and update room assignments in PAWS by published deadlines.
• Manages the faculty scheduling (FAR) reports.
• Schedule classrooms and event spaces for: Clinical orientations, Practicum orientations, Licensure workshops, Comprehensive exams, Other faculty-led events/department programs, Admissions group interviews, Honor society and graduation events using systems such as Book-It and in collaboration with Scheduling staff.
• Double-check that comp exam rooms and other event spaces are reserved, unlocked, and appropriately set up (seating, heating/cooling) for scheduled dates.
• Prepare adjunct instructor and individual supervisor contracts in TALEO for fall, winter, spring, summer, and special terms, in accordance with HR timelines and pay rates.
• Track processing of adjunct contracts and, once HR has completed processing, verify that instructors are correctly attached to courses in PAWS and have grading/posting rights.
• Coordinate individual supervision schedules each term and assign supervision rooms.
• Complete and submit key request forms for adjuncts and supervisors who require classroom or office access; maintain complete copies in the Adjunct Key Notebook.
• Maintain accurate records of faculty Professional Activity Forms; track annual completion and submit to the Dean’s Office as required.
• Request and track faculty and adjunct textbook adoptions for spring and fall through the bookstore’s Adoption & Insight online system; communicate deadlines and follow up on missing submissions.
• Support graduate orientation (typically the week after winter break) by: Reserving space and communicating logistics to students. Preparing and assembling orientation packets/forms. Collecting and filing required forms (e.g., Diversity and Human Rights, Verification of Understanding).
• Support practicum and clinical orientations (e.g., first Wednesday in October and first Wednesday in February) by: Reserving rooms. Printing, copying, and organizing materials as requested by the Clinical Coordinator. Posting flyers on department bulletin boards and doors.
• Coordinate group admissions interviews (typically in October and February) by: Creating and maintaining applicant databases (names, contacts, program of choice, interview date and time). Preparing sign-up sheets and tracking interview slots. Sending invitations and confirmation emails to applicants. Requesting and distributing parking passes for interview days. Preparing name tags, schedules for faculty facilitators, and recruitment handouts.
• Maintain admissions communication templates and handouts (e.g., “Want a Job in Counseling?”, “Why Study Counseling?”, “Thinking of Doctoral Studies?”) in shared drives.
• Track eligibility for Chi Sigma Iota (CSI) based on graduation GPA criteria; prepare lists of eligible students and provide to the CSI faculty advisor for review and confirmation.
• Prepare CSI nomination letters, award invitations, induction programs, certificates, and pins in coordination with the faculty advisor.
• Monitor CSI membership acceptances and maintain accurate membership records.
• Plan and support the CSI Induction and Awards Ceremony, including: Invitations to new and past members, adjuncts, and faculty. Program layout and printing. Ordering plaques and perpetual plaques with sufficient lead time. Ensuring availability of CSI banners, certificates, pins, and materials.
• Support graduation activities by: Preparing graduation programs, diploma cover counts, name cards, and basic ceremony materials (e.g., pens, seating markers). Coordinating seating configuration with faculty once the space diagram is available. Printing graduation programs and ensuring materials are ready and delivered to the ceremony site.
• Serve as a welcoming point of contact for current and prospective students, alumni, adjuncts, supervisors, and visitors to the Counselor Education Department.
• Respond to routine inquiries via email, phone, and in person, and route more complex issues to the chair, coordinators, or appropriate offices.
• Maintain departmental bulletin boards, door postings, and web content (as delegated), including announcements related to student awards, events, and deadlines.
• Manage routine office tasks such as copying, scanning, filing, inter-office mail, and ordering supplies as needed.
• Support department assessment processes by preparing and distributing Student Development Forms and instructor evaluation forms for identified courses, collecting completed forms, and returning them to the appropriate faculty or designated repository.

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: Mid Level
• Education Level: Associate degree