Program Associate

Montclair, NJ
Mar 29, 2017
Institution Type
Four-Year Institution
Montclair State is New Jersey's second largest university. It offers the advantages of a large university - a broad undergraduate curriculum with a global focus, a wide variety of superior graduate programs through the doctoral level, and a diverse faculty and student body - combined with a small college's attention to students.

Posting Date March 28, 2017

Position Title Program Associate

Vacancy # V-1266

Department Academic Affairs

Program Secondary and Special Education

Division Academic Affairs

Job Description

The Program Associate for the department of Secondary and Special Education will report directly to the Department Chair. The Program Associate will be responsible for the overall office management and administrative support.

Major Duties & Responsibilities:
Program Management:
•Administer mentorship programs for students enrolled in MAT program, Clinical Practice I & Clinical Practice II.
•Act as departmental liaison for faculty, students and mentors.
•Guides and consults faculty, staff, partner schools, cooperating teachers, education mentors, and content area specialists in regards to specific roles and responsibilities.
•Prepare content and correspondence for all parties.
•Coordinate MAT Comprehensive Exam each semester.
•Implement policies and procedures as required.
•Prepare clear, technically sound, accurate, and informative reports containing findings, conclusions, and recommendations on issues pertaining to all academic programs, faculty, and students.
•Develop, edit, and promote written and visual content for the department.
•Manage department and program webpages, brochures, etc.
•Disseminate information to students, prospective students, faculty, and staff regarding programs.

Event Management:
•Coordinate ongoing and ad hoc activities and events associated with department.
•Attend and participate in meetings and/or college/department events related to assigned responsibilities.
•Coordinate Clinical Practice I Orientation for 200 students each semester.
•Assist with proposals/applications for grant funded events.
•Book space reservations, catering, travel, and visitor accommodations as needed.
•Arrange speakers and professional development opportunities.
•Manage department conference room calendar reservations and schedule of events.

Human Resource Management:
•Responsible for onboarding and off-boarding all full-time, part-time, and temporary employees in the department.
•Prepare paperwork for all new hires.
•Manage new and returning adjunct payroll each semester; inputting and utilizing Workday system.
•Manage new and returning education mentor payroll each semester; inputting and utilizing Workday system.
•Manage new and returning cooperating teacher registration each semester; inputting and utilizing Taurus system.

Budget Management:
•Track department budget and process department financial transactions.
•Including, but not limited to, utilizing PeopleSoft FMS to input procurement requisitions, travel reimbursements, line transfers, and supplier payments.
•Maintain essential department records.
•Review and consult with supervisor concerning fiscal year planning and various department accounts.

•Responsible for office management and streamlining efficiencies across all department areas.
•Oversee office supply needs and orders.
•Prepare work orders to ensure the suite, conference room, and offices are cleaned, painted and repaired as needed.
•Schedule the use of department conference room and/or equipment.
•Assign and monitor the work of part-time and/or student workers as required.
•Provide clerical support and manage department records/files as needed.
•Work collaboratively, establishing and maintaining relationships with internal and external constituents whose functions impact on assigned responsibilities.
•Consult with supervisor concerning progress on assignments and to resolve problems.
•Performs other duties as assigned.

***The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the position.

Qualifications & Requirements

-Graduation from an accredited college with a Bachelor's degree.
-A minimum of one year's professional experience in an institution of higher education or in education, higher education or other field that is directly related to the functions of the position to be filled or equivalency as determined by supervisor.
-A Master's degree in a field related to the position to be filled may be substituted for one year of the required experience.
-Knowledge of human resources management practices and procedures.
-Knowledge of accounting, budget preparation, data management, and business administration practices and procedures
-Attention to detail and high level of accuracy in the performance of duties.
-Ability to communicate and prepare correspondence (for multifaceted purposes and audiences).
-Ability to acquire knowledge of college policies and procedures.
-Ability to liaise and coordinate responsibilities with other staff or organizations that relate to or impact assigned functions.
-Ability to prepare clear, technically sound, accurate and informative reports containing findings, conclusions, and recommendations.
-Ability to establish cooperative working relationships and coordinate with other offices or organizations that impact on assigned responsibilities.
-Ability to develop and coordinate information and program materials for department website.
-Ability to maintain essential records and files.

Anticipated Start Date As soon as job is filled

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Apply By Until position is filled

Organizational Marketing Statement:

Building on a distinguished 105-year history, Montclair State University is proud to be a leading institution of higher education in New Jersey. The university's six colleges and schools serve more than 19,000 undergraduate and graduate students in 300 majors, minors, concentrations and certificate programs. Situated on a beautiful, 250-acre suburban campus just 14 miles from New York City, Montclair State combines the instructional and research resources of a large public university in a dynamic, sophisticated, and diverse academic environment.

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 MSU website at



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