Recreation Programs Administrative Assistant

IMPORTANT APPLICATION INSTRUCTIONS:

• Upload Resume or Curriculum Vitae for automatic population of information to the application.
• The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.
• Review information and double-check all fields containing information that the system parsed – the software is intelligent, but you need to verify that the data is accurate.
• In the “My Experience” section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.

Note: If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years. You will then be able to attach your Resume/CV, as well as all other supporting documentation in the "My Experience" section of your application.

Job Description

SUMMARY:

Reporting to the Assistant Director of Campus Recreation, the Recreation Programs Administrative Assistant assists in executing departmental functions by implementing policies and managing essential systems. The Recreation Programs Administrative Assistant is responsible for supporting the day-to-day operations of the Student Recreation Center office. This role also works with students, alumni, faculty, staff, parents, and guests to provide customer service by answering emails, phone calls, and in-person questions about the operation.  Additionally, the Recreation Programs Administrative Assistant is familiar with the Fusion recreation software application and supports the Director and Associate Director with equipment inventory and certain bookkeeping functions. The Recreation Programs Administrative Assistant provides additional administrative support to maximize the office's efficiency.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Prepare correspondence, forms, and documents accurately and rapidly. Organize assigned clerical, typing, filing, record keeping and scheduling of appointments. Maintain essential records, reports, and files.

• Assist in the supervision of marketing students in the development of all marketing materials for the department.

• Working with Marketing students to gather and compile materials for marketing and social media, for all social networks.

• Work with marketing students to provide content for Student Communications newsletters for Red Hawk News and Rec News.

• Translate data into actionable insights, build and monitor marketing KPIs, and analyze distribution channels to optimize reach and ROI.

• Prepare clear, sound, accurate, and informative reports containing findings, conclusions, and recommendations. Establish dashboards for data and website content.

• Coordinate and schedule campus-wide tabling activities, including reserving locations, organizing materials, and managing staffing schedules to ensure effective outreach and coverage.

• Assist in planning, coordinating, and supporting departmental meetings, special events, and initiatives.

• Establish and maintain cooperative working relationships with internal staff and external departments whose functions impact assigned responsibilities; attend meetings and represent the department as appropriate.

• Supervise and support student office staff, including scheduling, task assignment, and performance oversight.

• Develop a summer training week curriculum for student staff training for the front office and guest relations.

• Hold monthly student leader meetings to provide career development in customer service and career development.

• Conduct disciplinary action meetings with student leaders according to the department’s Disciplinary Action Plan. Determines meeting outcomes and mentor students to become successful employees.

• Troubleshoot any issues with Fusion software and address problem areas during evening hours. Keep area supervisors informed of such events and concerns. Implement ways to improve problem areas and concerns. Assists evening student leaders with emergencies.

• Provide insight into potential changes to the Student Recreation Center's policies and procedures, specifically those related to Membership Services and student staff procedures.

• Assist in the development and delivery of training programs for students, staff, and other stakeholders; provide guidance on proper, efficient, and safe use of office equipment and standard operating procedures.

• Schedule, set up, operate, and maintain departmental office equipment; perform routine and specialized tasks utilizing office technology and systems. Answer inquiries (by phone, email, or in person) and make appropriate referrals. Composes answers to routine letters or e-mails and prepares correspondence in accordance with office regulations and policies.

• Work alongside the Assistant Director of Campus Recreation to maintain accurate facility reservations.

• Assist the requisitioner and receiver in procuring goods and services for the department. Prepare complex procurement contract packages and monitor performance against contractual obligations.

• Assist with maintaining and developing the budget for the central office and information desk.

• Utilize and stay current and proficient in electronic information and recording systems used by the department and the University.

• Represent the university at conferences, meetings, seminars, and to the public as required.

• Attend and participate in meetings and/or college events as assigned.

• Perform other duties as assigned.

• Management retains the right to add or change job duties at any time.

QUALIFICATIONS:

REQUIRED:

• Bachelor’s degree from an accredited college or university.

• Minimum of two years of professional work experience in office management, customer service, and clerical work, preferably in a higher education setting.

• Proficiency using electronic information systems, including Microsoft Office (Word, Excel, PowerPoint, Publisher) as well as Internet and related electronic applications and enterprise systems such as Workday and Banner.

• Regular work schedule includes one late afternoon/evening shift per week (Fridays); ability to work some evenings and weekends, and occasional holidays.

PREFERRED:

• Proficient in Fusion Rec Software Management System.

• Professional work experience in a higher education setting and/or within a recreational facility.

• Familiarity with marketing platforms (Google Ads, Facebook/Meta, Google Analytics, marketing automation tools) and data pipelines.

• Ability to define, compute, and monitor marketing KPIs across channels, campaigns, and products; establish benchmark targets and escalation thresholds.

• Knowledge of Student Recreation Center procedures for membership, programs, intramurals, group activities, equipment, and facility scheduling and usage, student employment program, and various facets of the Montclair State University community.

PROCEDURE FOR CANDIDACY:
Applicants should include a resume and cover letter describing how their background, skills and education match the needs of the University. When applying, please take a moment to carefully read and follow the steps in the application instructions.
 

Salary Range

The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance. For further details, please visit: https://www.montclair.edu/human-resources/benefits/   

Montclair State University considers factors such as, but not limited to, scope and responsibilities of the position, candidate’s relevant work experience, education, skills, and internal equity, when extending an offer.

Salary offers for internal employees who are part of a collective bargaining unit (CBU) and are applying to a position that is within a CBU will be determined in accordance with contractual provisions. 

Department

Position Type

Contact Information:

For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email [email protected].

Inclusion Statement

Montclair State University values access and educational excellence. We are committed to an environment of diverse perspectives which ensures that graduates will be civically engaged, committed to democracy, and prepared to thrive as global citizens. We foster a community that promotes varied experiences and voices. We seek applicants who will contribute diverse ideas and perspectives and who value an environment that promotes educational growth and advancement for all.

EEO/AA Statement

Montclair State University is an Equal Opportunity/Affirmative 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/

Title IX and 34 C.F.R. 106 Policy

Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities.  The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details, please visit: https://www.montclair.edu/human-resources/job-seekers/