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Thank you for your interest in working with Seton Hall University. All applicants must create an online application to be considered for any open position. Please note, employment is contingent upon satisfactory criminal and other relevant background investigations. The determination of satisfactory is at the sole discretion of Seton Hall University.

A computer workstation is available in the Human Resources Office for applicants who wish to apply in person. There are also computers available in the Walsh Library. Resumes received outside of the online application process will not be accepted. If special accommodations are needed in order to apply for a position, please contact the Department of Human Resources.

Graduate Affairs and Strategic Planning Assistant

Apply now Job no: 493461
Full time/Part time: Full-time
Location: South Orange
Categories: Administrator

The purpose of this position is to provide logistical and administrative  support to the Associate Provost for Academic Affairs and the Associate Provost for Special Projects with assigned tasks. Provide critical logistical support in coordinating meetings and events sponsored by the Office of the Provost. Work with the Associate Provost for Academic  Affairs primarily in providing critical support of the Office of Graduate Affairs, with particular emphasis on monitoring  and responding to student inquiries in the Graduate Affairs e-mail; coverage of the Graduate Affairs phone; report generation and student look-up; operational support with processing  student application documents during peak times; and serving as the primary liaison with the Office of Public Relations on the tracking, processing, and approval process  for invoices related to graduate marketing and promotions. Work with the Associate Provost for Special Projects  on faculty hiring, review of invoices, purchase orders, credit card statements, and other financial documentation; undertaking the initial review of such materials to ensure correctness and completeness; providing
assistance  for payroll reconciliation  during Summer; assisting with reviewing all Graduate Assistant materials, including pulling data for budget and other reconciliations;  and reviewing faculty search request on SharePoint for new postings and provide  initial report on available funding for positions to the Associate Provost.

Duties and Responsibilities:

  • Office of Graduate Affairs: *Provide critical operational support to the Office of Graduate Affairs, including: monitoring and responding to student inquiries in the Graduate Affairs e-mail; coverage of the Graduate Affairs phone; report generation and student look-up; operational support with processing student application documents during peak times. *Serve as the primary liaison with the Office of Public Relations on the tracking, processing, and approval process for invoices related to graduate marketing and promotions. *The incumbent will provide critical logistical support and coordination involving various aspects of the Graduate Open House. *Provide support to the Associate Provost for Academic Affairs in the facilitation of all aspects of the University's graduate studies, as assigned.
  • Strategy & Finance: *Provide Associate Provost & office with operational support for faculty hiring, review of invoices, purchase orders, credit card statements, and other financial documentation. Undertake initial review of such materials to ensure correctness and completeness. *Provide assistance for payroll reconciliation during Summer. *Assist with reviewing all Graduate Assistant materials, including pulling data for budget and other reconciliations. *Review faculty search request on SharePoint for new postings and provide initial report on available funding for positions to Associate Provost. *Provide support for all financial reporting functions within the Office of the Provost.
  • General Administrative Support: *Providing administrative and logistical support to the Associate Provosts for Academic Affairs and Special Projects, including: maintaining files; typing correspondence; purchasing office supplies; answers and screens telephone calls; maintains calendars, establishes priorities, and scheduling appointments at own discretion. *Coordinate meetings involving senior leadership across various academic sectors.
  • Summer Sessions: *Assist with various aspects of the Provost's Summer Initiative and facilitation of summer sessions, including but not limited to: drafting and sending the call for online course proposals; tracking enrollment in courses relative to faculty stipends for summer; providing analysis of credit hours by college and level of study, including year-to-date analyses, for the purposes of trend analyses being performed; running course enrollment reports in Cognos; serve as liaison to the Division of Continuing Education and Professional Studies with the purpose of helping to facilitate the University's summer sessions.
  • Special projects and other duties, as assigned.

Required Qualifications:

  • Associate's degree
  • 1 - 3 years of relevant experience
  • Essential analytical skills are important. Very high attention to detail is critical for both the Graduate Affairs Process and Fiscal/Special Projects aspects of the position.
  • Essential knowledge using various PC software packages such as Word, spreadsheets, graphics, etc. to produce high- quality documents. Essential knowledge in creating tables, charts and graphs as required.
  • Excellent oral and written communication skills are essential, as is the ability to multitask.

Desired Qualifications:

  • Bachelor's degree preferred.
  • Experience using Internet Native Banner, Banner Xtender, Microsoft Office software.
  • Experience editing Banner records and uploading/scanning student documents to Banner Xtender.

Physical demands:

  • General office environment

Salary Grade:

  • Administrative -  AD150

Exempt/Non-exempt:

  • Non-exempt

Advertised: Eastern Daylight Time
Applications close:

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