Job Description

SUMMARY:

The Executive Assistant to the Dean is responsible for providing administrative support, with a focus on project management, personnel actions and records including student assistants, facilities, and development. The Executive Assistant works with the Dean and designated library staff in the development and implementation of policies, organizational development, plans, programs, and operations under the direction of the Dean. This position serves as liaison between the Library and a wide range of individuals and organizations both on and off-campus to advance the goals of the department.

 

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Develop and recommend goals, programs, and policies to the Dean; and participate in their review, interpretation and implementation.
• Establish and maintain cooperative working relationships with library staff, faculty members, staff and students, alumni, library consortia and vendors, and the public to ensure that established goals are met and problems are resolved.
• Plan, implement and control general and special projects assigned by the Dean, ensuring timely completion. Recommend and act on organizational arrangements and administrative procedures to help achieve library goals as directed by the Dean.
• Perform special studies or investigations that require the analysis of requests and facts of a sensitive nature; maintain confidentiality and make recommendations regarding appropriate action. Conduct research; evaluate data, prepare reports containing findings, conclusions and recommendations.
• Compile and analyze statistical, financial, and other data.
• Maintain and manage essential records and files for ready access by the Dean. Supervise and/or plan, schedule, market and implement program events.
• Coordinate and assist with accreditation.
• Maintain Dean’s calendar; coordinate meetings and travel arrangements; prepare and communicate meeting agendas when appropriate
• Participate in meetings taking notes and minutes as required. Coordinate the processing of staff, faculty and student personnel actions including hiring, appointment, reappointment, tenure, promotion, and performance reviews. Monitor Federal Work-Study student pay balances as liaison to Financial Aid office.
• Manage staff office supply requests and submit requisitions; work with staff to submit travel authorizations and process invoices.
• Monitor building conditions by working with Facilities, Library Guard, Library staff and Housekeeping and place work orders for various maintenance issues.
• Handle in-person, written, email, and telephone requests and inquiries. Draft responses to correspondence for the Dean. Coordinate mailings and publications of the library.
• Track professional development budget and applications for travel support.
• Develop data-gathering methods including surveys.
• Perform other duties as assigned.
• Management retains the right to add or change job duties at any time.

 

QUALIFICATIONS:

REQUIRED:

• Bachelor’s degree from accredited college or university.
• A minimum of five years of professional experience in an institution of higher education, academic libraries, or similar institutions with increasing responsibility for budgeting, planning, organizing, coordinating, staffing, reporting. 
• One year of experience providing confidential executive support for a department head, dean, or an executive at an equivalent level.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint) and Outlook (or equivalent) for email and calendaring.
• Excellent time management and creative problem-solving skills with demonstrated ability to manage multiple priorities and meet deadlines
• Excellent interpersonal, written, and oral communication skills
• Cultural competency with the ability to work well with faculty, staff and students from varied backgrounds and talents.

 

PREFERRED:

• Master’s degree from an accredited college or university.
• Demonstrated ability to work collaboratively as well as independently.
• Demonstrated ability to coordinate meetings, events, and initiatives with colleagues in other executive-level offices and academic departments.
• Demonstrated ability to stay within the budget for events and projects.
• Experience handling sensitive materials and confidential issues that may relate to budgets, union matters, personnel, or policy development.

https://montclair.wd1.myworkdayjobs.com/en-US/JobOpportunities/job/Montclair-NJ/Executive-Assistant-to-the-Dean--Library-Administration-_R1002034

 

 

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

Library Administration

 

Position Type

Professional - Non-Faculty

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

Library Administration

 

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/

 

 

 

 

 

 

 

Apply online here