Administrative Assistant (Dean of Students Office)
for each heading. Use - for any list of duties/requirements/benefits, and
for prose. Do NOT repeat job title as heading. Do NOT put Job ID/requisition numbers as headings. Remove boilerplate, navigation, legal, EEO, equal-opportunity, scam-warning, duplicated lines, application instructions. Preserve all substantive info. Include a section only when posting has real specific content for it. Avoid filler like "commensurate with experience". Pay and Schedule sections only if posting actually states them. Benefits only if posting actually states them.
We need to extract substantive content: The posting includes:
- Summary Job Description: Reporting to the Dean of Students, the Administrative Assistant provides high-level confidential administrative support to the Dean of Students. Responsibilities include coordinating scheduling, maintaining confidential communications, and managing the day-to-day operations of the Dean of Students Office. The Administrative Assistant serves as a primary point of contact for internal and external constituencies and plays a key role in ensuring the efficient daily functioning of the Dean’s Office.
- Principal Duties And Responsibilities: a long list of duties.
- Qualifications: REQUIRED: Bachelor’s degree from an accredited college or university. Minimum two years of professional experience within higher education. Ability to acquire comprehensive knowledge of college policies and procedures. Excellent communication skills, including verbal, written and proof-reading skills. A poised and professional manner in greeting, speaking with, and providing assistance to a wide range of people, both over the phone and in person. A high degree of comfort with multi-tasking, adapting to sudden changes in office priorities our anticipated new projects and deadlines. Superior-level proficiency with the Microsoft Office Suite, Google Mail, and the ability and inclination to quickly learn new applications. Ability to work in a highly confidential environment. Strong organizational skills with a high level of confidentiality, accuracy, attention to detail.
- Preferred: Three years of professional experience serving as an Administrative Assistant or similar role. Proficiency in the use of electronic systems and platforms used at the University such as Workday,25Live, Navigate, Canvas, Engage, and Symplicity or Maxient. Experience working in an academic or non-profit organization. Experience working with or supporting at-risk student populations. An affinity for working in a dynamic, fast-paced environment.
- Salary Range $66,067.40-$72,679.50 Annually. 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/
- Department Dean of Students Position Type Professional - Non-Faculty Contact Information For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email talent@montclair.edu.
- Inclusion Statement etc. (EEO/AA etc) - we need to remove boilerplate like EEO/AA, inclusion statement, Title IX etc. So we drop those.
- Also there is "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." That's application instructions - remove.
- Also "Important Application Instructions Upload Resume or Curriculum Vitae for automatic population..." remove.
- Also "Summary Job Description" maybe we treat as About the role? The instruction: Use
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we need to map content to these headings. "About the role" could be the summary job description. "Responsibilities" is the principal duties list. "Requirements" maybe required qualifications? "Qualifications" maybe preferred? Or we could combine required and preferred under Qualifications? The instruction says we can have sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We need to decide what goes where.
We have required qualifications (education, experience, skills). We have preferred qualifications (additional experience, systems, etc). We have skills (proficiency with Microsoft Office, etc). Could separate.
We need to avoid filler. We must preserve all substantive info. So we need to include all details from required and preferred qualifications, responsibilities, etc.
We need to output only HTML fragment, no /, no markdown fences.
Let's structure:
About the role
Reporting to the Dean of Students, the Administrative Assistant provides high-level confidential administrative support to the Dean of Students. Responsibilities include coordinating scheduling, maintaining confidential communications, and managing the day-to-day operations of the Dean of Students Office. The Administrative Assistant serves as a primary point of contact for internal and external constituencies and plays a key role in ensuring the efficient daily functioning of the Dean’s Office.
Responsibilities
- Provide confidential administrative support to the Dean of Students, including managing the Dean's complex calendar and scheduling appointments, meetings and events for senior university leadership, faculty, staff, students and external partners.
- Prepare and coordinate meeting logistics, reports, presentations, agendas, meeting materials, and official communications on behalf of the Dean.
- Serve as the primary point of contact for the Dean's Office by monitoring, prioritizing, and responding to inquiries via phone, email or in person communications; assessing needs, routing requests to the appropriate departments or teams, and ensuring timely resolution and follow-up.
- Maintain records of inquiries received by the Dean's Office, analyze recurring issues and patterns, and escalate emerging concerns to appropriate members of the leadership.
- Maintain a high level of awareness and understanding of priorities, initiatives and key stakeholders to effectively manage requests.
- Identify gaps, recommend improvements and partner with the Dean to develop, implement, and maintain effective office procedures and workflow processes that improve operational efficiency.
- Maintain and store confidential electronic and paper records for the Dean of Students Office, ensuring organization and compliance.
- Serve as a liaison between the Dean's Office and students, faculty, staff, university administrators, parents, alumni, and community partners.
- Collaborate closely with the administrative team to ensure efficient day-to-day operations, providing cross-functional support and coverage as needed to maintain continuity of services and meet operational demands.
- Interact professionally and collegially with faculty, staff, students, and external partners while maintaining a high level of composure, discretion and confidentiality.
- Establish effective working relationships with administrative offices and academic units across the University.
- Follow and assess standard operating procedures for the Dean of Students office, specifically those related to external and internal visitors.
- Utilize and remain proficient with systems and technology used by the department and the University.
- Prepare clear, accurate, and informative reports containing findings, conclusions, and recommendations.
- Exercise independent judgment in interpreting policies, prioritizing assignments, and managing sensitive and confidential information while ensuring the effective operation of the Dean's Office.
- Represent the Dean's Office at meetings and campus events as assigned.
- Perform other related duties as assigned.
Now Requirements: maybe required qualifications (education, experience, ability to acquire knowledge, communication skills, poised manner, multi-tasking, proficiency with MS Office, ability to work confidential, strong organizational skills). Let's list.
Requirements
- Bachelor’s degree from an accredited college or university.
- Minimum two years of professional experience within higher education.
- Ability to acquire comprehensive knowledge of college policies and procedures.
- Excellent communication skills, including verbal, written and proof‑reading skills.
- A poised and professional manner in greeting, speaking with, and providing assistance to a wide range of people, both over the phone and in person.
- A high degree of comfort with multi‑tasking, adapting to sudden changes in office priorities and anticipated new projects and deadlines.
- Superior‑level proficiency with the Microsoft Office Suite, Google Mail, and the ability and inclination to quickly learn new applications.
- Ability to work in a highly confidential environment.
- Strong organizational skills with a high level of confidentiality, accuracy, attention to detail.
Qualifications: maybe preferred qualifications.
Qualifications
- Three years of professional experience serving as an Administrative Assistant or similar role.
- Proficiency in the use of electronic systems and platforms used at the University such as Workday, 25Live, Navigate, Canvas, Engage, and Symplicity or Maxient.
- Experience working in an academic or non‑profit organization.
- Experience working with or supporting at‑risk student populations.
- An affinity for working in a dynamic, fast‑paced environment.
Skills: maybe we could separate technical skills? But we already included MS Office proficiency in Requirements. Could also list "Proficiency with Microsoft Office Suite, Google Mail" etc. But we already have that. Might not need separate Skills section if no distinct skills beyond those. However we could include "Skills" for things like "Proficiency with Microsoft Office Suite, Google Mail, ability to learn new applications" but that's already in Requirements. To avoid duplication, maybe we omit Skills section if no unique content. The instruction: Prefer a few substantive sections over many thin ones. So we could omit Skills.
Benefits: posting says "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/". That's substantive. So we need Benefits section.
Benefits
- Health insurance
- Retirement plans
- Tuition assistance
Pay: Salary Range $66,067.40-$72,679.50 Annually. That's substantive.
Pay
$66,067.40–$72,679.50 annually
Schedule: Not mentioned. No schedule info. So we omit Schedule section.
Also we might include Department/Position Type etc? Not in headings list. Could be part of About the role? Might add a sentence: "Department: Dean of Students. Position Type: Professional - Non-Faculty." Could be included in About the role paragraph. But we must preserve all substantive info. The posting includes "Department Dean of Students Position Type Professional - Non-Faculty". That's substantive. Should we include? Yes, we should preserve. Where to put? Could be in About the role paragraph after summary. Let's incorporate.
Thus About the role paragraph: "Reporting to the Dean of Students, the Administrative Assistant provides high-level confidential administrative support to the Dean of Students. Responsibilities include coordinating scheduling, maintaining confidential communications, and managing the day-to-day operations of the Dean of Students Office. The Administrative Assistant serves as a primary point of contact for internal and external constituencies and plays a key role in ensuring the efficient daily functioning of the Dean’s Office. Department: Dean of Students. Position Type: Professional - Non-Faculty."
Now check for any other substantive info: Contact Information For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email talent@montclair.edu. That's contact info. Should we preserve? It's substantive but not under any heading. Could we add a section like "Contact"? Not in allowed headings list. The instruction says use headings e.g. About the
for prose. Do NOT repeat job title as heading. Do NOT put Job ID/requisition numbers as headings. Remove boilerplate, navigation, legal, EEO, equal-opportunity, scam-warning, duplicated lines, application instructions. Preserve all substantive info. Include a section only when posting has real specific content for it. Avoid filler like "commensurate with experience". Pay and Schedule sections only if posting actually states them. Benefits only if posting actually states them. We need to extract substantive content: The posting includes: - Summary Job Description: Reporting to the Dean of Students, the Administrative Assistant provides high-level confidential administrative support to the Dean of Students. Responsibilities include coordinating scheduling, maintaining confidential communications, and managing the day-to-day operations of the Dean of Students Office. The Administrative Assistant serves as a primary point of contact for internal and external constituencies and plays a key role in ensuring the efficient daily functioning of the Dean’s Office. - Principal Duties And Responsibilities: a long list of duties. - Qualifications: REQUIRED: Bachelor’s degree from an accredited college or university. Minimum two years of professional experience within higher education. Ability to acquire comprehensive knowledge of college policies and procedures. Excellent communication skills, including verbal, written and proof-reading skills. A poised and professional manner in greeting, speaking with, and providing assistance to a wide range of people, both over the phone and in person. A high degree of comfort with multi-tasking, adapting to sudden changes in office priorities our anticipated new projects and deadlines. Superior-level proficiency with the Microsoft Office Suite, Google Mail, and the ability and inclination to quickly learn new applications. Ability to work in a highly confidential environment. Strong organizational skills with a high level of confidentiality, accuracy, attention to detail. - Preferred: Three years of professional experience serving as an Administrative Assistant or similar role. Proficiency in the use of electronic systems and platforms used at the University such as Workday,25Live, Navigate, Canvas, Engage, and Symplicity or Maxient. Experience working in an academic or non-profit organization. Experience working with or supporting at-risk student populations. An affinity for working in a dynamic, fast-paced environment. - Salary Range $66,067.40-$72,679.50 Annually. 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/ - Department Dean of Students Position Type Professional - Non-Faculty Contact Information For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email talent@montclair.edu. - Inclusion Statement etc. (EEO/AA etc) - we need to remove boilerplate like EEO/AA, inclusion statement, Title IX etc. So we drop those. - Also there is "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." That's application instructions - remove. - Also "Important Application Instructions Upload Resume or Curriculum Vitae for automatic population..." remove. - Also "Summary Job Description" maybe we treat as About the role? The instruction: Use
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we need to map content to these headings. "About the role" could be the summary job description. "Responsibilities" is the principal duties list. "Requirements" maybe required qualifications? "Qualifications" maybe preferred? Or we could combine required and preferred under Qualifications? The instruction says we can have sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We need to decide what goes where.
We have required qualifications (education, experience, skills). We have preferred qualifications (additional experience, systems, etc). We have skills (proficiency with Microsoft Office, etc). Could separate.
We need to avoid filler. We must preserve all substantive info. So we need to include all details from required and preferred qualifications, responsibilities, etc.
We need to output only HTML fragment, no /, no markdown fences.
Let's structure:
About the role
Reporting to the Dean of Students, the Administrative Assistant provides high-level confidential administrative support to the Dean of Students. Responsibilities include coordinating scheduling, maintaining confidential communications, and managing the day-to-day operations of the Dean of Students Office. The Administrative Assistant serves as a primary point of contact for internal and external constituencies and plays a key role in ensuring the efficient daily functioning of the Dean’s Office.
Responsibilities
- Provide confidential administrative support to the Dean of Students, including managing the Dean's complex calendar and scheduling appointments, meetings and events for senior university leadership, faculty, staff, students and external partners.
- Prepare and coordinate meeting logistics, reports, presentations, agendas, meeting materials, and official communications on behalf of the Dean.
- Serve as the primary point of contact for the Dean's Office by monitoring, prioritizing, and responding to inquiries via phone, email or in person communications; assessing needs, routing requests to the appropriate departments or teams, and ensuring timely resolution and follow-up.
- Maintain records of inquiries received by the Dean's Office, analyze recurring issues and patterns, and escalate emerging concerns to appropriate members of the leadership.
- Maintain a high level of awareness and understanding of priorities, initiatives and key stakeholders to effectively manage requests.
- Identify gaps, recommend improvements and partner with the Dean to develop, implement, and maintain effective office procedures and workflow processes that improve operational efficiency.
- Maintain and store confidential electronic and paper records for the Dean of Students Office, ensuring organization and compliance.
- Serve as a liaison between the Dean's Office and students, faculty, staff, university administrators, parents, alumni, and community partners.
- Collaborate closely with the administrative team to ensure efficient day-to-day operations, providing cross-functional support and coverage as needed to maintain continuity of services and meet operational demands.
- Interact professionally and collegially with faculty, staff, students, and external partners while maintaining a high level of composure, discretion and confidentiality.
- Establish effective working relationships with administrative offices and academic units across the University.
- Follow and assess standard operating procedures for the Dean of Students office, specifically those related to external and internal visitors.
- Utilize and remain proficient with systems and technology used by the department and the University.
- Prepare clear, accurate, and informative reports containing findings, conclusions, and recommendations.
- Exercise independent judgment in interpreting policies, prioritizing assignments, and managing sensitive and confidential information while ensuring the effective operation of the Dean's Office.
- Represent the Dean's Office at meetings and campus events as assigned.
- Perform other related duties as assigned.
Requirements
- Bachelor’s degree from an accredited college or university.
- Minimum two years of professional experience within higher education.
- Ability to acquire comprehensive knowledge of college policies and procedures.
- Excellent communication skills, including verbal, written and proof‑reading skills.
- A poised and professional manner in greeting, speaking with, and providing assistance to a wide range of people, both over the phone and in person.
- A high degree of comfort with multi‑tasking, adapting to sudden changes in office priorities and anticipated new projects and deadlines.
- Superior‑level proficiency with the Microsoft Office Suite, Google Mail, and the ability and inclination to quickly learn new applications.
- Ability to work in a highly confidential environment.
- Strong organizational skills with a high level of confidentiality, accuracy, attention to detail.
Qualifications
- Three years of professional experience serving as an Administrative Assistant or similar role.
- Proficiency in the use of electronic systems and platforms used at the University such as Workday, 25Live, Navigate, Canvas, Engage, and Symplicity or Maxient.
- Experience working in an academic or non‑profit organization.
- Experience working with or supporting at‑risk student populations.
- An affinity for working in a dynamic, fast‑paced environment.
Benefits
- Health insurance
- Retirement plans
- Tuition assistance
Pay
$66,067.40–$72,679.50 annually
Schedule: Not mentioned. No schedule info. So we omit Schedule section. Also we might include Department/Position Type etc? Not in headings list. Could be part of About the role? Might add a sentence: "Department: Dean of Students. Position Type: Professional - Non-Faculty." Could be included in About the role paragraph. But we must preserve all substantive info. The posting includes "Department Dean of Students Position Type Professional - Non-Faculty". That's substantive. Should we include? Yes, we should preserve. Where to put? Could be in About the role paragraph after summary. Let's incorporate. Thus About the role paragraph: "Reporting to the Dean of Students, the Administrative Assistant provides high-level confidential administrative support to the Dean of Students. Responsibilities include coordinating scheduling, maintaining confidential communications, and managing the day-to-day operations of the Dean of Students Office. The Administrative Assistant serves as a primary point of contact for internal and external constituencies and plays a key role in ensuring the efficient daily functioning of the Dean’s Office. Department: Dean of Students. Position Type: Professional - Non-Faculty." Now check for any other substantive info: Contact Information For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email talent@montclair.edu. That's contact info. Should we preserve? It's substantive but not under any heading. Could we add a section like "Contact"? Not in allowed headings list. The instruction says use headings e.g. About the