The Executive Assistant provides high-level support to the Vice President for Human Resources (VPHR), directing key administrative operations for the Division of Human Resources, coordinating scheduling, maintaining confidential information and communications, overseeing administrative support staff, and managing financial, budgetary, and timekeeping systems for the Division.
The Division of Human Resources is a 30-person organization providing benefits, classification & compensation, diversity & inclusion, labor relations, payroll, and talent acquisition services to approximately 4,600 full-time and part-time employees. Responsibilities
Providing high-level, high-touch, and confidential administrative support to the VPHR -- including, but not limited to: managing, prioritizing, and addressing inquires to the Vice President from internal/external constituencies; leveraging the Human Resources team by deploying internal/external inquires to the appropriate team member; scheduling appointments and managing the Vice President’s and Division-wide calendars, and; serving as the primary point of contact for administrative staff matters Coordinating and leading the development and management of the Division’s budget (using Adaptive Insights), as well as, maintaining control of the Division budget. Primary responsibility for processing finance/accounts payable transactions for the Division (currently a PeopleSoft application and migrating to Workday in January 2020) on a timely and accurate basis. Providing administrative and analytical support for projects related to Division and University-wide operations. Independently collecting data from internal/external sources and preparing spreadsheets/reports to support Division and University-wide decision-making. Interacting professionally and collegially with all internal and external constituencies, with the appropriate amount of speed and professional discretion. Preparing technically sound, accurate and timely correspondence, spreadsheets, and PowerPoint presentations. Devising methods to track and monitor internal/external inquires allocated to Human Resource team members, assessing the timeliness and effectiveness of the Division’s resolution of the inquiry, and identifying process improvements. Maintaining high confidentiality of all information and interactions with internal/external constituents. Processing time and attendance transactions. Ordering and maintaining office supplies on a timely basis, with an emphasis on cost minimization.
The above statements reflect the principle functions of this position; management reserves the right to change and/or revise the job duties.
Undergraduate degree from an accredited college or university. Minimum of three-years experience providing high-level administrative support to an executive. Superior analytical and project management skills. Advanced proficiency with the Microsoft Office (Excel, PowerPoint, Word). Strong written, verbal, interpersonal, and customer service skills.
Proficiency with PeopleSoft Financial; Workday HCM/Finance; Adaptive Insights Strong organizational skills with high level of accuracy, attention to detail, and timeliness. Ability to establish and maintain collegial working relationships internal and external constituencies. Experience working in a higher education or non-profit human resources unit, or providing human resources consulting services. A tolerance for ambiguity.
Organizational Marketing Statement:
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 a designated R2 Research Doctoral 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.
Montclair State University is an Equal Opportunity/Affi...rmative 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/
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