Program Assistant
Job Details
Description
State Title: Program Assistant
Bargaining Unit: CWA
Employment Type: 35 hours per week/Full-time
Internal salary: Range 16/$51,479.83 - $74,754.15
External salary: Range 16/$51,479.83 - $58,462.13
***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. ...
Position Overview
The Program Assistant provides comprehensive administrative, operational, and student-records support to the Counselor and Secondary Education. The position coordinates key academic and clinical processes across the annual cycle, including student file management, course and room scheduling, adjunct onboarding, licensure and certification documentation, admissions events, orientations, and honor society and graduation activities. ...
Responsibilities
- Student Records and File Management
Create and maintain confidential student files for all admitted students, including checklists, forms, and supporting documentation. ... - Academic Scheduling and Course/Room Assignments
Collaborate with the department chair to review semester schedules (fall, spring, summer) to ensure: All courses are entered and listed correctly in PAWS. ... - Adjunct, Supervisor, and Faculty Support
Prepare adjunct instructor and individual supervisor contracts in TALEO for fall, winter, spring, summer, and special terms, in accordance with HR timelines and pay rates. ... - Admissions, Orientation, and Recruitment Support
Support graduate orientation (typically the week after winter break) by: Reserving space and communicating logistics to students. ... - Honor Society, Awards, and Graduation Activities
Track eligibility for Chi Sigma Iota (CSI) based on graduation GPA criteria; prepare lists of eligible students and provide to the CSI faculty advisor for review and confirmation. ... - General Office and Departmental Support
Serve as a welcoming point of contact for current and prospective students, alumni, adjuncts, supervisors, and visitors to the Counselor Education Department. ...
Qualifications
Required:
- An associate's degree or bachelor's degree.
- Five years experience working in an administrative role across and within various systems.
- Knowledge of TCNJ internal systems and programs including PAWS, Heliocampus, and SAP Business Objects as well as strong word and data processing.
- Familiar with Taleo and hiring processes through TCNJ HR systems.
- Familiarity with TCNJ booking systems - BOOKIT to schedule rooms for classes and other events.
- Strong attention to detail, ability to manage multiple annual cycles (admissions, orientation, graduation, etc.), record-keeping discipline (both digital and paper systems) and deadline management across different stakeholders (HR, faculty, students, state boards).
- Strong communication and interpersonal skills - Ability to interact with students, alumni, faculty, and external agencies with cultural competency and an ability to foster inclusive learning environments and mutual respect for students and colleagues.
Preferred:
- Associate's degree or bachelor's degree OR 5 years of relevant experience.
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