Office Assistant

Montclair, NJ
Jul 14, 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 16, 2017

Position Title Office Assistant

Vacancy # VC-370

Department Academic Affairs

Division Academic Affairs

Job Description

Under the supervision of the Director and /or Associate Director, provides direct secretarial support and assistance to all Counseling and Psychological Services staff. This support person assists the full time support person as well as provides coverage at the front desk when the full time support person is not in the office.

-Provides prompt attention to all students using services.
-Promotes a calming and welcoming environment for anxious and distressed students.
-Schedules students for appointments with appropriate providers.
-Keeps an accurate record of all students who cancel or do not show up for an appointment
-Maintains schedules for full and part-time staff as well as trainees.
-Responsible for materials to be prepared for trainee training.
-Responsible for smooth processing of materials and the meeting of established deadlines.
-Handles office routines, including maintenance of accurate and systematic filing system, monitoring and ordering of supplies by online purchase requisitions, preparing travel requests and reimbursement and preparing maintenance requests.
-Keeps reception and waiting area clean and orderly.
-Answers the telephone promptly and with proper identification, processes all messages and transfers calls.
-Reviews and sorts incoming correspondence.
-Assists staff psychiatrist with patient scheduling and medical record request forms.
-Responsible for submitting invoices for suppliers.
-Responsible for maintaining and reporting information on students taking/returning from medical withdrawal.
-Helps prepare and gather information for the Annual Report.
-Prepares confidential files on all students.
-Maintains confidential intake and termination reports on students.
-Alerts staff of speedy referral needs for extremely distressed students and emergency situations.
-Relieves Director and/or Associate Director of office details and acts as secretary by providing information to those requesting it.
-Prepares letters, which may be reviewed or signed by the Director, Associate Director or staff.
-Maintains accurate records of search applicants; sends appropriate correspondence to each.
-Helps train trainees regarding office/scheduling procedures.
-Prepares and maintains trainees files.
-Responsible for preparing and maintaining staff personnel files.
-Verifies accuracy of office/staff expenditures.
-Provides input for budget planning.
-Organizes preparation and distribution of flyers for outreach workshops, events and newsletters.
-Interacts and communicates effectively with other University departments, as necessary.
-Conveys information to all requests as to department functions and procedures.
-Maintains lending library.
-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.
NOTE: Applicants who do not possess the required education may substitute experience on a year for year basis.
NOTE: Applicants who possess an Associate's degree may substitute two (2) years of position-related experience for the remaining two (2) years of education.
LICENSE: Appointee will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.
-Computer proficiency with Microsoft Office software
-Excellent interpersonal skills
-Minimum one year experience with customer service
-Secretarial experience in professional workplace desirable

Salary Range
P16: $41,230.15-$58,006.67 *NOTE: Salaries for internal candidates are determined by the New Jersey Civil Service Commission's formula. Salaries for external candidates are determined up to $46,822.32.

Anticipated Start Date As soon as job is filled

Send cover letter and resume to
(include vacancy # if above)

Apply here

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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