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 Associate Director, BC Counseling and Psychological Services, the Program Assistant provides direct administrative support and assistance to Counseling & Psychological Services and Student Health Center staff. This position serves as the primary initial contact for patients utilizing CAPS and the SHC, providing a critical customer service role to students.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Serves as the front desk receptionist for CAPS and SHC office at Bloomfield College and provides prompt attention to all students using services. Promotes a calming and welcoming environment for anxious and distress students.

Schedules students for appointments with appropriate providers; keeps accurate record of appointments in the electronic medical record.

Maintains schedules for full and part time staff as well as trainees.

Responsible for smooth and timely preparation and processing of materials and meeting of established deadlines.

Handles office routine tasks, including maintenance of accurate personnel records, monitoring and ordering of supplies, preparing travel requests and reimbursements as well as submitting maintenance requests.

Keeps reception and waiting area clean and orderly.

Answers telephone promptly and with proper identification, processes all messages and transfers calls.

Reviews and sorts incoming correspondence.

Submits invoices for suppliers and independent contractors. Verifies accuracy of office/staff expenditures. Provides input for budget planning.

Maintains and reports information on students taking/returning from medical withdrawal.

Helps to prepare and gather information and statistics for the Annual Report.

Alerts staff of speedy referral needs for distressed students and emergency situations.

Prepares letters, which may be reviewed and signed by the Director, Associate Director or staff.

Maintains accurate records of search applicants and sends correspondence to search applicants.

Assists in training trainees regarding office/scheduling procedures; prepares and maintains trainees files Organizes, prepares and distributes accurate information to promote events and services via social media (Engage), flyers and palm cards.

Interacts and communicates effectively with other University departments, as needed.

Conveys information to all requests for department related functions and procedures.

Maintains lending library.

Responsible for overseeing the billing process in the office.

Performs other duties as assigned.

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

QUALIFICATIONS:

REQUIRED:

Minimum of 4 years of professional related experience.

NOTE: A Bachelor’s degree may be substituted for the required experience.  An Associate’s degree may be substituted for two (2) years of position related experience.

Computer proficiency with Microsoft Office software.

Excellent interpersonal skills.

Strong oral and written communication skills.

Comfortable working with a multicultural, young adult population with diverse health issues.

PREFERRED:

Minimum of one-year experience with customer service.

Secretarial experience in a professional workplace.

Experience working in a mental health or other health care environment.

Experience with health promotion via social media.

*NOTE: This is a Civil Service position.  As required by the State of New Jersey, in order to be certified to the position and attain permanent status in title, candidates are required to successfully serve a 4-Month Working Test Period.

SALARY RANGE: P16: $49,738.97 - $69,977.54 *NOTE: Salaries for internal candidates are determined by the New Jersey Civil Service Commission's formula. Salaries for external candidates are determined up to step four, $56,485.16.

NJ SAME Applicants

This position is a non-competitive, unclassified posting and complies with the NJ SAME Program. If you are applying under the New Jersey "SAME" program, your supporting documents (Schedule A or B letter), resume (CV), as well as the names and contact information for three professional references should also be sent to: same@montclair.edu and hrcompliance@montclair.edu

For more information on the SAME program visit their website at: https://nj.gov/csc/same/overview/index.shtml, email: SAME@csc.nj.gov, or call CSC at: 833-691-0404.

In accordance with the New Jersey First Act P.L. 2011 c.70, effective September 1, 2011, new public employees in certain positions (other than faculty who are exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants who have a concern with meeting this requirement should discuss with Human Resources if the position for which they have applied is eligible for an exemption from this requirement.

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 instruction.

Department

BC_Associate Director CAPS

Position Type

Support

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/