Program Associate for the Office of the Dean of Students

Montclair, NJ
Jan 23, 2018
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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 November 22, 2017

Position Title Program Associate for the Office of the Dean of Students

Vacancy # V-1394

Department Dean of Students

Division Student Devel And Campus Life

Job Description

The Program Associate aids in the overall office management and provides support for departmental activities including: database development and management, planning and scheduling meetings, preparing correspondences and reports, processing on-line requisitions, interacting effectively with internal and external constituents, uploading and managing records of students disciplinary sanctions, managing the administrative tasks associated with the course exception withdrawal and medical withdrawal processes, maintaining office equipment, and performing basic professional functions using established policies, procedures, precedents and guidelines; does related work as required.

  • Conducts initial intake and assessment of students seeking Course Withdrawal Exception, including the collection of all necessary documentation related with the course withdrawal exception process.
  • Provides support to the Crisis, Assessment, Response and Education (CARE) Team, which includes monitoring the Student of Concern inquiries, updating information on Canvas, taking minutes at the weekly meeting and conducting initial intake with students reported on the Student of Concern form.
  • Monitors all medical withdrawal requests submitted by University Health Center, Disability Resource and Counseling and Psychological Services through the Montclair survey system and communicate with Residence Life if any students are residential.
  • Manages administrative tasks associated with the Chapin Loan, SGA Book Grant, and Course Withdrawal Exception process. This includes but is not limited to response to student inquiry, preparation of case files and decision letters, management of data base, etc.
  • Provides support for the Office of the Dean of Students, including but not limited to: drafting correspondence, organizing documents, reports and presentations, and proofreading all work to ensure accuracy.
  • Provide support for the Dean of Students, Associate Dean of Students, Director of Student Conduct and the Associate Director of Student Center Operations as needed.
  • Supports the student conduct sanctions process by uploading all case materials and police reports into the University's student conduct software solution. Makes certain files are complete for each case and that record is made of community service and other sanctions.
  • Arranges travel and coordinates travel reimbursements for Dean of Students, Associate Dean of Students, Director of Student Conduct and the Associate Director of Student Center Operations.
  • Proficient in all Financial Management Systems processes including online requisitioning for Student Center Annex Operations and Office of Dean of Students accounts in the Financial Management Systems.
  • Provides support and coverage for the office and when necessary support office wide projects.
  • Performs other related 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.

  • Basic knowledge of the principles and techniques essential to performance of assigned responsibilities.
  • Ability to perform required tasks using the designated computer applications, MS Office suite, Google Calendar, University Information and Record Systems, business area applications.
  • Ability to acquire basic knowledge of college policies and procedures. Ability to understand, analyze, interpret and apply established law, regulations, policies, procedures, precedents and guidelines.
  • Ability to advise and counsel students and others concerned with college programs, activities and services.
  • Ability to establish cooperative working relationships and coordinate with other offices or organizations that impact on assigned responsibilities.
  • Ability to review applications and make recommendations concerning eligibility.
  • Ability to develop informative materials for publication.
  • Ability to assign and supervise the work of other employees.
  • Ability to represent the college by participating in or speaking at conferences, meetings, seminars, etc.
  • Ability to prepare clear, technically sound, accurate and informative reports containing findings, conclusions and recommendations.
  • Ability to prepare correspondence.
  • Ability to maintain essential records and files

Qualifications & Requirements

Bachelor's Degree required with at least two years higher education experience. Superior attention to detail in financial record-keeping and data management is needed. Excellent writing, oral communication, interpersonal and computer skills are a must. Has the ability to successfully manage multiple tasks simultaneously.

Salary Range
Commensurate with experience.

Anticipated Start Date Open until position is filled.

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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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