Assistant to Dean & Office Manager

Job Details

State Title: Professional Services Specialist 3A

Bargaining Unit: CWA

Employment Type: 35 hours per week/Full-time

Internal salary: R21/ $64,340.11 - $94,061.73

External salary: R21/ $64,340.11 - $73,256.59

***UNION POSITIONS:** The internal salary range is used for applicants who are current NJ state employees with underlying classified status for promotional calculations who meet the requirements below. The external salary range is used for candidates who are not NJ state employees who meet the requirements below.*

About TCNJ
Founded in 1855, TCNJ offers a highly personalized and collaborative liberal arts education with over 7,400 undergraduates and 700 graduate students. The college is consistently ranked among the top comprehensive colleges in the nation, offering small classes, a 13:1 student-faculty ratio, and an immersive living-learning experience. With a 4-year graduation rate ranked #1 in New Jersey and #9 among U.S. public institutions, TCNJ is a model for public higher education.

Position Overview:

This position develops and maintains administrative, financial, organizational systems for the Dean's office of the School of Science. There are key components required for this job in the School of Science.

• Budget manager
• Communication manager
• Collaboration liaison with the School of Science departmental PAs and other campus units
• Frontline support

Responsibilities:

• Responsible for creation and deployment of internal (students, faculty, staff) and external (HS students, alumni, partners, campers etc.) communications (newsletters, social media, emails, Dean's list). Regularly update website materials, text, photos, organization to enhance marketing of programs, resources and degrees and to ensure accessibility compliance.
• Travel Oversight: Manage and approve travel logistics for faculty, students, and staff, ensuring alignment with university policy and budget availability. System Management: Manage communications with faculty and staff to ensure accuracy and compliance within the Concur system; serve as the subject matter expert for travel inquiries. Reconciliation: Responsible for the monthly reconciliation of the Dean's Office travel card and associated expense reports.
• Acts as the primary point of contact for the School, providing exceptional service to callers, visitors, faculty, and staff. This role manages administrative workflows and collaborates across campus units to optimize departmental operations.
• Communication & Reception: Serve as the first point of contact for all inquiries; provide accurate information and guidance to students, faculty, and visitors.
• Process Improvement: Serve as a liaison between School departments and campus partners to develop and implement efficient new work methods.
• Chairs' Meeting Coordination: Organize, schedule, and attend Department Chair meetings, ensuring accurate documentation and follow-up.
• Records Management: Maintain essential physical and digital records, ensuring data integrity and confidentiality.
• Organizes and oversees the acquisition, distribution, and inventory. Monitors and orders Dean's office supplies. Supervises and monitors the work of student workers and/or graduate assistants (as applicable). Develop work plan for student workers, process time card, oversee work of the student worker.
• Identify problem areas in workflow and implements improved methods to ensure smooth operating conditions in the Dean's office.
• Administrative Support: Schedule reoccurring meetings with groups of stakeholders (chairs, dean, staff, etc.) to prioritize time of the Dean; manages Dean's office staff calendars as needed; schedules and coordinates program reviews and oversees science in-box email correspondence and other clerical tasks.
• Attends and participates in on-campus and off-campus meetings, conferences, and/or events. Serves on standing and ad hoc committees.
• Manages day-to-day budget needs for the School of Science; coordinates purchasing and reimbursements; compiles and analyzes financial and budgetary data to develop budget forecasts and make actionable recommendations for the Dean to promote fiscal sustainability, organizes and executes, as needed, large purchases with multiple stakeholders across the school.
• Closely monitors the fiscal affairs of the Dean's office in coordination with the program assistants from the five academic departments.
• Compiles and analyzes statistical, financial, and other data. Prepares clear, technically sound, accurate, and informative reports containing findings, conclusions, and recommendations.
• Reconciles expenses with the budget.
• Ensures expenses are applied to correct line items within budget.
• Regularly reviews trends and makes recommendations to Dean.
• Completes foundation transfers.
• Ensure strict compliance with all institutional, federal, and state financial requirements and policies.
• Maintains up to date shadow budget.
• Act as the primary liaison between the School of Science and the College's Budget & Finance and Advancement departments.

Qualifications:

Required:

• Bachelor's degree from an accredited college or university or equivalent relevant experience.
• At least 3 years of professional experience related to scope of the position, including significant experience with analytical strategies, approaches, and software for managing office functions.
• Six (6) years of professional experience in different aspects of administration and business practices; including design and implementation of policy and procedures, vendor service contracts and improving and updating management practices.
• Or, Possession of a bachelor's degree from an accredited college or university; and two (2) years of the above-mentioned professional experience.
• Or, Possession of a master's degree; and one (1) year of the above-mentioned professional experience.
• Budget management experience, management of systems/records and accountability.
• Proficiency in Oracle Cloud and Google platforms. Ability to use AI tools to enhance workflow is a plus. Must possess willingness to learn new platforms and methodologies as needed.
• Ability to maintain confidentiality around sensitive fiscal information.
• Experience planning events or coordinating projects.
• Ability to manage a budget, process payments, and willingness to learn new financial platforms. Familiar with Oracle Cloud, iContracts, etc.
• Ability to prepare clear, technically sound, accurate and informative reports containing findings, conclusions, and recommendations. Ability to prepare correspondence.
• Ability to organize and prioritize assigned work, analyze problems, and develop appropriate work methods.
• Excellent interpersonal skills, strong ability to work in a collaborative team environment, self-starter and independent creative thinker. Ability to work across a broad range of individuals, groups, and personality types.
• Ability to prepare clear, technically sound, accurate and informative reports containing findings, conclusions, and recommendations. Ability to prepare correspondence.

Persons with disabilities may request reasonable accommodations in order to perform the essential functions of the position. If the requested accommodation(s) cannot be made because it would cause the employer undue hardship, the applicant may not be eligible for the position.

Employer Qualifications

Employment at TCNJ is contingent upon the successful completion of an applicable background check, reference checks, and verification of identity and authorization to work in the United States (Form I-9).

Residency Requirement: In accordance with the New Jersey First Act P.L. 2011 c.70, effective September 1, 2011, new public employees in certain positions (faculty exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants must meet the requirements listed.

Accommodation: Applicants who require a reasonable accommodation to apply or interview should contact hr@tcnj.edu.

Employee Benefits
As a member of The College of New Jersey Community, you will be a part of an exciting and rewarding public college career. Eligible full-time employees will be able to take advantage of a generous benefits package that includes health, welfare, and retirement benefits, including:

• Comprehensive benefit plans covering medical, dental and prescription plans
• Generous leave entitlements program and Energy Savings Program
• Employee and dependent Tuition Waiver and Reimbursement Program
• Pension, retirement, and deferred compensation plans, group life insurance
• Employee Assistance Program (EAP)
• Employee affinity groups
• New Jersey State Employee Discount Program (Pet insurance, cell phone plan discounts, discounted amusement park tickets, etc.)
• Access to extensive learning opportunities

To view a comprehensive list of benefits available to employees, visit our Health Benefits Plans and Programs page to learn more!

SAME Applicants

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 by the closing date listed above to: same@tcnj.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.

How to Apply

Qualified candidates should apply online and submit a letter of interest, resume (CV), as well as the names and contact information for three professional references. Applications will be considered until a viable finalist has been found.

The College is committed to fostering a welcoming and inclusive campus community that respects and uplifts individuals from all backgrounds. We value the varied perspectives, experiences, and talents of all members of our community and strive to create an environment where everyone has equitable access to opportunities for success. As an equal opportunity employer, we comply with all applicable federal and state laws regarding nondiscrimination and affirmative action. We encourage applications from individuals whose lived experiences and professional interests align with our institutional mission of academic excellence, access, and integrity.