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Posting Date
January 11, 2019
Position Title
Program Associate
Vacancy #
Center for Career Services
Academic Affairs
Job Description

The Program Associate provides administrative support for the Center for Career Services by interfacing with students, employers, faculty, staff, parents and community members. Additionally, this individual would assist with scheduling appointments, meetings, processing invoices, managing vendors and event planning.

Reporting to the Director of The Center for Career Services, the Program Associate will be responsible for maintaining day-to-day operations of the unit. Required responsibilities entail:

  •     Exemplary customer service to students, alumni, employers, faculty, staff and members of the community by acting as first point of contact for the Center’s staff
  •     Financial Management System-purchasing, invoice vendor management, payment follow-up, budget transfers to College/School career offices, as well as other Center expenses
  •     Consistently communicate via phone and email ensuring that all responsibilities are completed accurately and delivered in a timely manner
  •     Remain informed and communicate to stakeholders about upcoming events including, but not limited to, career fairs, workshops, off-campus employer visits and employer information sessions
  •     Schedule meetings, book rooms, catering and follow-up for all aspects of interface with internal and external constituents
  •     Generate monthly reports of Center’s activities, monitor deadlines and update information in related databases
  •     Track/order supplies, troubleshoot facilities, equipment issues/needs
  •     Monitor Center’s main email account and phone line, then escalate issues and questions to appropriate staff member
  •     Support the On-campus Student Employment Program with regard to policy enforcement, The Outstanding Student Employee Awards and annual Supervisor’s Workshop Series
  •     Material preparation, registration support and assistance during meetings and events
  •     Assist with the maintenance of social media accounts
  •     Management retains the right to add or change job duties at any time
Qualifications & Requirements


  •     Bachelor’s degree, plus 1 year of related experience, preferably in higher education
  •     The successful incumbent must possess excellent verbal/written communication and interpersonal skills.
  •     S/He will be able to set goals and prioritize multiple tasks in a fast-paced environment and work successfully under pressure.
  •     The Program Associate will be a team-player, as well as able to work independently, while exhibiting excellent judgement and discretion and maintaining confidentiality at all times.
  •     S/He must have strong organizational skills and have advanced proficiency in Microsoft Office, especially Excel.


  •     2-3 years related experience, preferably in higher education.
  •     Experience utilizing social media, including Facebook, Twitter and LinkedIn; Knowledge of Symplicity, Banner, 25Live, Workday and PeopleSoft.
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Organizational Marketing Statement:

Montclair State University

With a proud history and a vibrant future, Montclair State University is one of New Jersey’s most diverse and dynamic institutions of higher education. One of four public research institutions in the state, Montclair State is designated a Research Doctoral 3 University by the Carnegie Classification of Institutions of Higher Education.


Located 12 miles west of New York City on a 252-acre suburban campus which boasts modern, state-of-the-art facilities complemented by green spaces, public plazas and striking Spanish Mission architecture, the University offers a comprehensive undergraduate curriculum with a global focus; a broad variety of superior graduate programs through the doctoral level; and a highly productive, dedicated and diverse faculty and student body. 


The University’s 11 colleges and schools offer more than 300 undergraduate and graduate majors, minors, concentrations and certificate programs, and with more than 120 student organizations and 18 NCAA Division III athletic teams for men and women, Montclair State offers its students a comprehensive college experience.

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