Montclair State University · 11 hours ago
Division Coordinator
Montclair, NJ
Full-time
Onsite
Entry Level
$64K/yr - $73K/yr
2+ years expMontclair State University is seeking a Division Coordinator to provide administrative support for the Office of the Vice President for University Facilities. The role involves managing office operations, supporting personnel transactions, and coordinating division activities across multiple departments.
EducationHigher EducationUniversities
Responsibilities
Provide administrative support and customer service for the VPUF office; including calendar management, file and archive maintenance, document creation and disposal, website and social media maintenance, employee desk setups, supply and equipment storage, telephone assistance, and conference room management. Consult with the supervisor concerning problems encountered in the office and make recommendations for resolution
Enter, track, and monitor personnel transactions in the university’s business operations system, including hiring workflows, scheduling interviews, conducting reference checks, and assisting with coordinating performance management processes
Prepare onboarding materials and arrange for timely distribution to new division hires
Provide procurement support services for the VPUF and others including purchasing research and pricing, vendor liaison, monitoring and reconciling invoices, entering, tracking, and closing requisitions, and monitoring expenditures
Assist with the administration and preparation of division training initiatives. Create schedules and rosters, organize and update calendars, secure and enable access to meeting locations, assemble teaching and learning materials, and coordinate supply orders and catering
Prepare and complete travel arrangements and expenses for UF staff attending conferences, meetings, etc., and coordinate related activities from initial request through submission and reimbursement. Reconcile travel receipts for division travelers and verify compliance with University policies. Establish liaison and coordinate activities with internal and external constituents for all travel issues
Participate in the administration of division-wide staff activities, meetings, and events by coordinating logistics including catering, scheduling, guest management, photography, transportation, supply orders and pickups, and tracking expenses
Create announcements and promotional materials for workshops and events using desktop publishing applications. Upload promotional materials, announcements, and photos to the division website, social media, and digital monitors
Attend training courses, seminars, or workshops in order to increase professional knowledge and skills, as required
Comply with safety and health standards and all rules, regulations, and orders. Participate in occupational health and safety training and promotes safe work practices through the selection of footwear appropriate for the work environment, and the utilization of personal protective equipment when necessary
Perform other duties as assigned
Management retains the right to add or change job duties at any time
Qualification
Required
Bachelor's Degree from an accredited college or university
A minimum of two years of professional experience providing office operations support across multiple departments in a team environment
Proficiency in the use of the Microsoft Office Suite (Word, Excel, Power Point, etc.)
Demonstrated experience in multi-tasking, the effective simultaneous execution of multiple projects, and adhering to deadlines
Able to work independently with minimal supervision. Ability to travel between campus locations and community events
Preferred
Work experience in a Facilities-related environment
Experience with website and social media maintenance
Familiarity with HR, Learning, and Finance Management systems
Committed to providing quality assistance and customer service to internal and external constituents using clear, courteous, and effective communication
Benefits
Health insurance
Retirement plans
Tuition assistance
Company
Montclair State University
Montclair State University is a school in Montclair.
10001+ employees
H1B Sponsorship
Montclair State University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (19)
2024 (12)
2023 (15)
2022 (19)
2021 (11)
2020 (12)
Funding
Current Stage
Late StageTotal Funding
$3.41MKey Investors
AmeriCorps Public AlliesNational Endowment for the Humanities (NEH)U.S. Environmental Protection Agency
2024-07-09Grant· $0.73M
2023-01-10Grant· $0.15M
2022-06-28Grant· $0.03M
Leadership Team
Benjamin Durant
Chief Operating Officer and Senior Vice President for Finance and Operations
Jerry DeSanto, Ed.D.
Interim CIO/VP Information Technology
Recent News
24-7 Press Release Newswire
2025-09-29
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