Administrative Assistant

Location
Montclair, New Jersey
Salary
commensurate with experience
Posted
Jan 10, 2023
Closes
Feb 09, 2023
Position Type
Other
Hours
Full-time
Employment Type
Permanent
Organization Type
College / University

SUMMARY:

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.

 

PRINCIPAL DUTIES AND RESPONSIBILITIES:

 

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.

 

Immigration:        

  • 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.

 

QUALIFICATIONS:

 

REQUIRED:

  • 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.

 

PREFERRED:

  • 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.

 

 

PROCEDURE FOR CANDIDACY

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.

 

Department

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 talent@montclair.edu.

 

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 
www.montclair.edu/human-resources/about-us/eo-aa-and-diversity/

 

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: https://www.montclair.edu/human-resources/job-seekers/