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Administrative Assistant

Montclair State University
Montclair, New Jersey
commensurate with experience
Closing date
Feb 9, 2023

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Student & Scholar Services
Knowledge Communities
International Student and Scholar Services
Position Type
Employment Type
Organization Type
College / University

Job Details


Under the direction of the Director of International Student and Scholar Services and the Assistance Vice President for Global Engagement, the Administrative Assistant serves as the office manager and initial point of contact to faculty members, staff, and students who contact the Office of Global Engagement. Working with the Director, the Administrative Assistant provides budgetary oversight for the department by managing expenditures, preparing and maintaining reports, and vendor processing. The Administrative Assistant also fully engages in all the events and activities hosted by the Office of Global Engagement to support current and incoming international students.




Front Desk/Office Management:

  • Prepare monthly budget reports and budget projections.

  • Serve as the cost center buyer; process and monitor purchase requisitions in Banner, process vendor vouchers. Maintain and improve office operations and identify office needs, including (but not limited to) ordering supplies, keeping inventory of materials, etc.

  • Consult with the Director concerning progress on assignments and to resolve problems in relevant areas.

  • Maintain human resource documentation, staff directories, and departmental calendar and/or files.

  • Maintain a high degree of discretion on matters related to human resources and other confidential issues about students and staff.

  • Establish liaison and coordinate activities with other staff or organizations that relate to or impact on assigned responsibilities.

  • Schedule student appointments for the staff.

  • Manage the Assistant Vice President’s calendar.

  • Answer phone calls, process and distribute incoming/outgoing mail, correspond with students, faculty, and staff.

  • Respond to inquiries to the generic email account or walk-ins. Initiate follow-ups with students.

  • Supervise student employees.

  • Develop and supervise appropriate training programs for student employees.

  • Stay current with changes in administrative electronic network operations including E-mail, Word, Excel, Banner, and Terra Dotta.



  • Review and interpret immigration regulations to ensure compliance of international students.

  • Serve as Designated School Official (DSO) and Alternate Responsible Officer (ARO):

-          Review and process I-20 and DS-2019 forms for travel.

-          Reply to questions about students' immigration status.

-          Create letters as requested by F-1 students and J-1 exchange visitors.

-          Have signatory responsibilities as a DSO/ARO on the following student letters: bank, cell phone, travel invitation, NJ Motor Vehicle Commission, and Social Security Administration.



Event Planning:

  • Assist with planning any events hosted by the office by reserving rooms, ordering food, etc.

  • Assist with planning and participate in International Student Orientation.

  • Attend and participate in meetings and/or other events related to assigned responsibilities. Represent the office at conferences, meetings, seminars and to the public as required.

  • Perform other duties as assigned.

  • Management retains the right to add or change job duties at any time.





  • Graduation from an accredited college or university with a Bachelor’s degree.

  • Minimum of one year of professional experience in a higher education setting or similar organization.

  • Must be a US citizen or lawful permanent resident.

  • Excellent communication skills both written and verbal.

  • Proficiency in MS Office Suite.

  • Excellent interpersonal skills and ability to multitask in a fast-paced environment.



  • Prior experience with Banner.

  • Prior experience with Terra Dotta.

  • Prior experience in an international education office (study abroad or international student services).

  • Familiarity with DHS regulations related to students.

  • Fluency in two or more languages.

  • Ability to understand, analyze, interpret and apply established law, regulations, procedures, precedents and guidelines.

  • Ability to advise and counsel students and others concerning office activities and services.

  • Ability to establish cooperative working relationships and coordinate with other offices or organizations that impact on assigned responsibilities.




Applicants should include a resume and cover letter describing how their background, skills and education match the needs of the University. When applying, please take a moment to carefully read and follow the steps in the application instructions.



Global Engagement/Services


Position Type

Professional - Non-Faculty


Contact Information:

For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email


EEO/AA Statement

Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.

Additional information can be found on the website at


Title IX and 34 C.F.R. 106 Policy

Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities.  The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details, please visit:






With a proud history and a vibrant future, Montclair State University is one of New Jersey’s most diverse and dynamic institutions of higher education. One of four public research institutions in the state, and the second largest, Montclair is a designated R2 Doctoral Research University by the Carnegie Classification of Institutions of Higher Education. Located 12 miles west of New York City on a 252-acre suburban campus which boasts modern, state-of-the-art facilities complemented by green spaces, public plazas and striking Spanish Mission architecture, and a spectacular view of the New York City skyline. The University offers a comprehensive range of undergraduate and graduate programs through 10 colleges and schools. With a student body of 21,000 undergraduate and graduate students from 22 states and 13 countries, the University has an expansive campus life with on-campus residential capacity of 5,300, more than 120 student organizations, and 18 NCAA Division III athletic teams. The dynamic diversity of the University’s community has been acknowledged by the U.S. Department of Education through its recognition of Montclair as a Hispanic-Serving Institution (HSI), and by Diverse Issues in Higher Education as a “Top Degree Producer” among institutions that confer the most degrees to minority students. Montclair State University is proud to be committed to the principle of equal employment opportunity and does not discriminate in its recruitment and employment practices. The University is an inclusive, richly diverse community that fosters mutual respect, tolerance and understanding among all students and employees.

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