Program Associate

Montclair, NJ
Apr 16, 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 February 14, 2017

Position Title Program Associate

Vacancy # V-1251

Department Center of Pedagogy

Division Academic Affairs

Job Description


To support the missions of the College of Education and Human Services and the Center of Pedagogy in achieving key institutional objectives, among them:

1. Providing quality undergraduate and graduate programs for both traditional and non-traditional students; developing professionals in education who will achieve the College's academic goals and meet requisite professional standards.
2. Preparing educators who:
• emerge with the requisite knowledge and skills to be excellent practitioners within their professions and their communities;
• engage in critical reflection, inquiry, critical thinking, and life-long learning;
• are committed to the moral and ethical dimensions and standards of their professions, including the pursuit of social justice;
• promote learning and growth for all, with respect for social, cultural, economic, and individual differences;
• assume the responsibility of being stewards of best practice within their profession;
• understand their role in preparing and supporting individuals and groups to be active and critical participants in an emerging political and social democracy.


Under the leadership of the Executive Director and Executive Deputy Director of the Center of Pedagogy, the Program Associate will be responsible for organizing and supervising all of the administrative activities that facilitate the smooth running of the Center of Pedagogy. The Program Associate will be responsible for reception of visitors, telephone screening, maintaining the schedule of appointments of the two Directors; providing information to current and prospective students regarding Teacher Education Program events, services, and activities; preparing correspondence, reports, and spreadsheets; and helping organize events sponsored by the Center of Pedagogy. The Program Associate also performs basic professional functions using established policies, procedures, precedents and guidelines; tracks and receives budget information; coordinates purchasing, performs on-line requisitioning; submits work orders; and maintains essential records and files. Also included is assistance in the development and coordination of Center of Pedagogy special events and programs.
• Assists the Executive and Deputy Directors by providing administrative office management of the Center.
• Utilizes organizational, communication, analytical and secretarial skills to effect the smooth operation of this already large and growing division.
• Provides overall administrative and clerical support, including reception, telephone screening, copying, typing, creation documents and forms, and mailings.
• Establishes liaison and maintains cooperative working relationships with other staff (within and outside of the Center of Pedagogy) or areas whose functions impact on assigned responsibilities
• Assists in the development of orientation and training programs for students, staff, and others.
• Answers phones and provides detailed responses to inquiries
• Acts as an ambassador for all students, staff, and faculty and provides information to current and prospective students regarding Center programs, events, and services.
• Prepares tracks, maintains records, and receives budget information and perform online requisitioning, including but not limited to FMS, check requisitions, travel reimbursements, transfers, vendor payments.
• When required, assigns and instructs student assistants engaged in filing and other clerical duties and supervises the performance of their work.
• Obtains pertinent material from the files and from other sources and puts it into usable form for the review and use of the executive officers.
• Acts to relieve the Directors of detail by providing information to those requesting it, including division personnel, the representatives of state, local, and other groups, organizations, and agencies, and to the general public in accordance with established policy.
• Maintains CoP CANVAS site(s) including taking and posting meeting minutes (TEPC, CoP, Staff, Sub-Committee), coordination of user access, uploading documents, and creating new sites as required.
• Makes necessary arrangements for speaking engagements, travel arrangements, and for hearings, conferences, and meetings.
• Reserves facility spaces including conference rooms, classrooms, lounges, etc. and makes preparation for meetings by arranging them beforehand.
• Maintains internal and external personnel directories, lists, and brochures and makes the required revisions thereto.
• Prepares clear, technically sound, accurate financial and other reports.
• Maintains confidential personal correspondence and other records and files including a follow-up file.
• Provides guidance and instruction in the proper use of equipment, materials, and files for which the area is responsible.
• Submits and follows through on work orders for facilities issues.
• Orders and receives general CoP materials and supplies; distributes, and keeps inventory
• Oversees lending of electronic equipment - laptops, projectors, etc.
• Oversees daily and weekly maintenance of office equipment - faxes, copy machine, phones - and assures follow through on maintenance agreements or contracts and inventory
• Attends and participates in meetings and events related to assigned responsibilities and disseminates this information to others in the Center.
• Prepares correspondence in the course of official duties.
• Maintains essential records and files.
• Other duties as assigned by the Executive and Deputy Directors of the Center of Pedagogy.
• Establishes liaison and maintains cooperative working relationships with other staff (within and outside of the Center of Pedagogy) or areas whose functions impact on assigned responsibilities.

The above statements reflect the general details considered necessary to describe the principle 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

Bachelor's degree from an accredited college. The applicant must be experienced in and able to work effectively within a complex, fast-paced office environment and successfully prioritize multiple duties. The applicant must have outstanding customer service skills and be able to work effectively with other staff members, students, faculty, and offices around campus. The applicant must have strong interpersonal, organizational, written, and verbal communication skills and be able to render and help foster an excellent customer service environment. The applicant needs to be proficient in Microsoft Office Suite (Word, Access, Excel, and PowerPoint). The applicant should have the ability to comprehend, interpret, and apply established University, College, and Departmental policies and procedures. Preferred candidates will have experience with Canvas, Banner, Peoplesoft FMS, and Workday.

Salary Range
Commensurate with Experience

Anticipated Start Date Open until position is filled

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Apply By Review begins immediately and continues 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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