Executive Assistant to the Dean, Feliciano… at Montclair… · Montclair

IMPORTANT APPLICATION INSTRUCTIONS:

• Upload Resume or Curriculum Vitae for automatic population of information to the application.
• The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.
• Review information and double-check all fields containing information that the system parsed – the software is intelligent, but you need to verify that the data is accurate.
• In the “My Experience” section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.

Note: If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years. You will then be able to attach your Resume/CV, as well as all other supporting documentation in the "My Experience" section of your application.

Job Description

SUMMARY

Reporting to the Dean of the Feliciano School of Business, the Executive Assistant is responsible for providing confidential administrative support to the Dean and the Dean’s Office. This position encompasses a broad and complex range of administrative responsibilities while overseeing and contributing to the effective functioning and business operations of the Dean’s Office. The Executive Assistant serves as a liaison between the Feliciano School of Business and a wide range of individuals and organizations, both on and off campus, to advance the goals of the School.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Perform a broad range of administrative tasks to support the Dean, including staffing committees; managing confidential correspondence and meeting materials; coordinating schedules; organizing and executing events and initiatives; and debriefing the Dean on outstanding issues and concerns.

• Plan, develop, and execute special projects related to School and University-wide operations, including engaging relevant stakeholders and utilizing project tracking and reporting procedures to ensure timely completion.

• Manage the Dean’s and the School’s calendars, including leadership meetings, special events, and meetings with University leadership, faculty, staff, and students.

• Coordinate domestic and international travel arrangements, including itineraries, logistics, and expense reporting.

• Process and distribute Dean’s List letters, as well as any communications from the Dean to members of the School or University. 

• Update the Dean on daily activities. Track and prepare for upcoming deadlines, events, and agenda items that require action by the Dean. 

• Draft, edit, and compile materials for meetings, projects, and presentations; prepare reports, meeting minutes, and high-level correspondence; and develop and administer online surveys for data collection and analysis.

• Maintain faculty and staff listservs for the Dean and/or School. 

• Review forms and documents requiring the Dean’s signature, ensuring accuracy and compliance with academic policies.

• Organize and coordinate events led by the Dean or Dean’s Office, including retreats, workshops, panels, focus groups, mailings, and meetings. Assist in determining event logistics such as date, time, location, and agenda. Manage all arrangements, including scheduling facilities and services, coordinating with departments, faculty, staff, alumni, and external stakeholders, and processing related documentation and payments.

• Manage and maintain the School’s confidential personnel files. 

• Staff the Dean’s Office suite, providing timely assistance to in-person, written, and telephone inquiries.

• Coordinate faculty personnel processes, including reappointments, tenure, promotions, faculty assessments, chair evaluations, and elections, ensuring timely communication and documentation in collaboration with the Provost’s Office.

• Support faculty recruitment and hiring processes, including scheduling candidate interviews, coordinating documentation, and facilitating onboarding in collaboration with HR and the Provost’s Office.

• Prepare requests for purchase of supplies, materials, and equipment and place work orders and maintenance requests for the Dean’s Office suite and School spaces. 

• Assist in planning and communications related to events such as Advisory Board meetings and Commencement.

• Maintain proficiency in use of software/technology systems and applications. Participate in ongoing training to maintain competency in new technologies.

• Perform other duties as assigned.

• Management retains the right to add or change job duties at any time.

QUALIFICATIONS

REQUIRED:

• Bachelor’s degree from an accredited college or university.

• Minimum of three years of professional experience in administrative or executive support roles.

• Demonstrated experience managing complex schedules, meetings, and administrative operations.

• Excellent written, verbal, and interpersonal communication skills, with the ability to draft and edit memos, letters, reports, and email communications.

• Strong organizational skills with a high level of confidentiality, accuracy, attention to detail, and timeliness; ability to exercise sound judgment when handling sensitive information.

• Ability to build and maintain effective working relationships across academic, administrative, and external communities.

• Proficiency in Microsoft Office Suite.

PREFERRED:

• Master’s degree from an accredited college or university.

• Experience working in a higher education environment.

• Proficiency with Workday.

• An affinity for working in a dynamic, fast-paced environment.

• Experience handling sensitive and confidential information with discretion.

• Experience interacting with senior leadership, faculty, and external stakeholders.

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. 

Salary Range

$73,899.90-$84,980.24 Annual

The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance. For further details, please visit: https://www.montclair.edu/human-resources/benefits/   

Montclair State University considers factors such as, but not limited to, scope and responsibilities of the position, candidate’s relevant work experience, education, skills, and internal equity, when extending an offer.

Salary offers for internal employees who are part of a collective bargaining unit (CBU) and are applying to a position that is within a CBU will be determined in accordance with contractual provisions. 

Department

Feliciano School of Business

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.

Inclusion Statement

Montclair State University values access and educational excellence. We are committed to an environment of diverse perspectives which ensures that graduates will be civically engaged, committed to democracy, and prepared to thrive as global citizens. We foster a community that promotes varied experiences and voices. We seek applicants who will contribute diverse ideas and perspectives and who value an environment that promotes educational growth and advancement for all.

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/