"Program Assistant"

Job Details

Description
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.

Close Date: September 12, 2025

Job Title: Program Assistant (A)

NJ CSC Job Title & Code: 80081 - Program Assistant (A)

Job Category: CWA full-time, 35 Hour Workweek, Non-Exempt

Class Code: 16

Internal Salary Range: $51,479.83 - $74,754.23

External Salary Range: $51,479.83 - $58,462.15 (Steps 1-4)

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.

Position Summary: The School of Nursing and Health Sciences, Department of Public Health provides a service to students and community by educating individuals to attain excellence as public health professionals at the baccalaureate and master’s levels, as well as the certificate programs, while promoting health and wellness at not only The College of New Jersey but the broader community. Faculty enthusiastically share their rich professional expertise engaging students in experiential learning through interactive pedagogy and participation in leadership opportunities including research, conference, networking, global study, intensive internships and mentoring. Provides primary program assistance for the Office of the Department of Public Health which includes eight (8) full-time faculty, 2 part time faculty, 1 Clinical Specialist, two (2) shared faculty (FT in School of Arts Communication; shared with Public Health in our school-one is .5 and other .25), 145+ students and staff support.

Main Responsibilities:

• Serves as primary support for the Department of Public Health.
• Ensures smooth day-to-day operations and functions of the Department and its programs.
• Administrative support for Public Health major.
• Manages courses, rooms, faculty, student scheduling/registration, department programs and events.
• Provides appropriate services for faculty.
• Maintains advisors list for students.
• Maintains department files and databases for undergraduate programs and students.
• Assists Chair and MPH Program Director with department responsibilities.
• Adjunct Contracts and related.
• Maintain course outlines and/or syllabi.
• Maintains policies, standards and other internal and external documents, i.e., Bulletin, Academic Policies, etc.
• Supervises student worker work schedules.
• Other duties assigned by Department Chair.

Academic department support:

• Uses all operating systems: computers and supporting software (i.e., Microsoft Office, PAWS, Internet, E-Mail, Book-it etc.) to prepare correspondence, technical and other reports, manuals, exams, tests, memos, syllabi, curriculum vitaes, website maintenance and other departmental or educational materials.
• Work with Faculty, Chair and Dean on accreditation reports: Council on Education for Public Health – CEPH.
• Plays a key role in tracking, organizing, and compiling accreditation data and documentation in coordination with faculty leads for CEPH reporting and site visits.
• Maintains department website and social networking systems: assists in the development and dissemination of departmental communications, including newsletters, social media content, website updates, and student outreach materials that align with public health communication standards.
• Data Systems and Management: Collects and synthesizes data from student enrollment, course evaluations, and internships to support departmental planning and reporting needs. Maintains accurate and accessible tracking systems.
• Assists with the Department of Public Health events i.e., commencement and Public Health week. Coordinates logistics for department-hosted events such as Public Health Week, student recognition ceremonies, guest lectures, and outreach initiatives. Develops timelines, communications, and works with internal and external partners to ensure successful implementation.
• Administrative support for Faculty Search Committee. Schedules interviews, meetings with the Dean and Vice Provost and completes forms, etc. Supports onboarding of new faculty and adjuncts by coordinating access to systems, compiling orientation materials, and ensuring a smooth departmental integration.
• Hires graduate assistants and student workers.
• Administrative support for the Assistant Dean, i.e., schedule appointments, external and internal Public Health applications, etc.
• Prepares forms and letters for public health graduates to be completed, mailed, and certified to accrediting agencies.

Communicates with students, faculty, campus community and outside community.

• Receives and assists visitors to School of Nursing and Health Sciences, Public Health department as needed.
• Assists Public Health majors, minors and prospective students interested in applying to Public Health.
• Provides front-line support to students regarding enrollment issues, registration holds, and degree progress. Collaborates with faculty advisors to ensure students receive timely and accurate information related to academic planning and departmental policies.
• Handles routine requests for information related to Public health programs.
• Backs up the school Administrative Office for phone coverage and special projects as needed.

Manages and maintains budget as per Department Chair:

• Verify accuracy of all charges, maintain adequate funds to meet all outstanding debt in each object code.
• Monitor student worker hours and timesheets.
• Responsible for verifying credit card charges.
• Renew Department subscriptions and memberships, etc.
• Purchase equipment and supplies as needed.

Travel:

• Assists faculty and students with travel procedures and completion of forms.

Works Independently:

• Given assignments with instructions and deadlines.
• Prioritizes workload so that all assignments are completed in a timely manner.
• Assigns duties to other office staff, including student workers and graduate assistants.

Required Qualifications:

• Ability to use all operating systems: computers and supporting software, web management and social networking systems used by the college, school and department.
• Effectively demonstrate job knowledge and ability to answer queries.
• Knowledge and skills contribute to the work of the unit.
• Ability to establish and maintain cooperative working relationships within department (students, faculty, staff), other offices or organizations whose functions impact assigned responsibilities.
• Ability to comprehend, interpret and apply established laws, regulations, guidelines, policies and procedures.
• Demonstrates cultural competency and sensitivity when interacting with students, faculty, and community members from diverse backgrounds, in alignment with the values of public health practice.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to maintain confidentiality and discretion in professional environment.

Education and/or Experience:

• Graduation from an accredited college with a Bachelor’s degree or an Associate’s degree with two years’ experience or the equivalent is required.
• Experienced applicants who do not possess the required education may substitute required experience on a year-for-year basis (30 credit hours are considered one year of college).
• Previous Office experience in a higher education institution or related is preferred.

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:

• Final offer of employment is contingent upon the successful completion of a background check and reference checks.
• 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.