Program Assistant (10 Months) - Ramapo College of New Jersey : Job Details

Salary: See Position DescriptionLocation : Ramapo College, Main Campus - Mahwah NJJob Type: Full-TimeJob Number: 202300308Core: Teaching & Learning CoreDepartment: Contemporary ArtsOpening Date: 07/23/2025FLSA: Non-ExemptBargaining Unit: CWA DescriptionABOUT RAMAPO COLLEGE:Ramapo College of New Jersey (RCNJ) develops ethical leaders who serve as change agents across all sectors. The College's unique interdisciplinary academic structure, its liberal arts core, its size (approximately 5,500 students), and its setting in the foothills of the Ramapo Mountains on the New Jersey/New York border provide an optimal environment for individualized, student-centered learning and leadership development. RCNJ's designation as New Jersey's Public Liberal Arts College by the State legislature is the foundation from which the College's commitment to an accessible and transformative undergraduate and graduate education is realized.Established in 1969, CondeNast Traveler named Ramapo one of the 50 Most Beautiful College Campuses in America. The barrier-free campus occupies 300 acres and is home to 52 bachelor's degree programs spanning the arts, business, data science, humanities, education, nursing, social work, social sciences, and the sciences. Ramapo College boasts an average student/faculty ratio of 16:1 and an average class size of 21; affording students the opportunity to develop close ties to the College's exceptional faculty. In addition, the College offers graduate programs leading to master's degrees in Accounting, Applied Mathematics, Business Administration, Contemporary Instructional Design, Computer Science, Creative Music Technology, Data Science, Educational Leadership, Nursing, Social Work, and Special Education, as well as a Doctor of Nursing Practice. Every degree program is designed and delivered through the collaborative and interdisciplinary efforts of student-centered faculty scholars and staff who are committed to serving the public good through the delivery of an academically rigorous, inclusive, and a transformative collegiate experience. Ramapo is ranked #1 among New Jersey public institutions by College Choice and is recognized as the State's top college on the list of Best Disability Schools by Great Value Colleges. Further commendations include designation as a Military Friendly College in Victory Media's Guide to Military Friendly Schools, and as a leading college by U.S. News & World Report, Kiplinger's, Princeton Review, and Money Magazine, among others. Examples of DutiesPosition Type/Expected Hours of Work:This is a full-time, Classified, CWA position, and hours of work and days are Monday through Friday, 8:30 a.m. to 4:30 pm. Occasional evening and weekend work may be required as job duties demand. Note: This position is in the NE category of employment (non-fixed work week). The compensatory time policy for NL employees applies to NE employees up to 40 hours per week. Beyond 40 hours, the overtime policy for fixed workweek employees applies (i.e., rate of time and one-half in payment or time).Salary:CWA - A13 - Steps 1-3 $45,146.-$49,166Internal Applicants' Salary will be calculated based on Union Negotiated ContractsJOB SUMMARY:Under general supervision, the Program Assistant provides administrative and clerical support to the School of Contemporary Arts (SCA) Dean. The position performs work that is difficult or complex and broad in scope. The Program Assistant must work and communicate independently and must produce projects independently to support the Dean. This position is responsible for the Dean's schedule, for faculty workload monitoring, for communication, for data gathering and report writing, and for prioritizing office workflow. Does other related duties as required. DUTIES:

• Will be required to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, such as:

• Assign students to faculty advisors.
• Collect and file course syllabi for each semester electronically
• Coordinates with Human Resources for new hire onboarding for all CA hires.
• Primary point of contact for faculty on all non-budget/web related matters.
• Responsible for the tracking of time and attendance for the CA unit timesheet submissions
• Prepares student evaluation packets for professors

• Reviews, sorts and routes incoming correspondence for the Dean. Independently routes or responds to correspondence when appropriate. May screen callers to the office in order to prioritize the Dean's tasks. Sorts and distributes unit mail.
• Responsible for Contemporary Arts email address correspondence.
• Obtains pertinent material from files and/or other sources; puts it into usable form for the review and use of the executive official.
• Provides requested information to division personnel including faculty and students, the representatives of state, local, and other groups, organizations, and agencies, and to the public in accordance with established policy.
• Maintains a schedule of appointments and the daily engagement calendar of the Dean.
• Prepares agendas of unit meetings, types meeting minutes from notes or recording equipment and puts into official form for the Unit Council meetings.
• Assembles statistical and other materials required for reports, memoranda and speeches/communications from the Dean.
• Maintains mailing lists, databases and/or spreadsheets of faculty and adjunct faculty information (including addresses, contact information, office hours, titles, etc.). Makes necessary revisions and communicates information to other offices and customers.

• Maintains confidential personal correspondence and other records and files, including a follow-up file.
• Will be required to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

• Hires and trains the SCA office student aides. Monitors student aide allocations and approves timesheet online. Acts as proxy for student aides working for full-time faculty.
• Responsible for updating the The School of Contemporary Arts website using Wordpress and for managing the Social Media Platforms and Video Monitors in Berrie Center and H Wing.
• As a member of the Communications Teams, attends regularly scheduled meetings and, on a rotating basis, takes minutes, transcribes and distributes them.
• The School of Contemporary Arts Receptions: Schedules spaces, catering, and invitations to occasional receptions for the students, faculty and/or staff.
• The School of Contemporary Arts Class Trips: Is responsible to ensure all required paperwork is filed before class trips, rosters are maintained, and campus protocols are followed.
• Other duties as assigned by the Dean

QualificationsREQUIREMENTS: EDUCATION:Graduation from an accredited college with a Bachelor's degree.NOTE:Applicants who do not possess the required education may substitute experience on a year-for-year basis.NOTE: Applicants who possess an Associate's degree may substitute two (2) yearsof position- related experience for the remaining two(2) years of education.EXPERIENCESome experience in secretarial, administrative, clerical, or similar capacities.KNOWLEDGE SKILLS AND ABILITIESKnowledge of secretarial, clerical, and other office routines, procedures, and practices, and their application to specific situations.Knowledge in Social Media PlatformsAbility to read and interpret department regulations, programs, standards, and procedures.Ability to accurately type correspondence and reports.Ability to act as confidential secretary to an executive official.Ability to communicate with visitors, schedule appointments, and process requests for information in accordance with established procedures.Ability to prepare correspondence.Ability to maintain confidential, follow-up, and other records and files.Ability to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.Supplemental Information EEO Statement:Ramapo College is an Affirmative Action/Equal Employment Opportunity Employer. Ramapo has a long history of advocating, advising, and supporting diversity, equity, and inclusiveness. Examples can be found in its mission statement, strategic plans, degree and course offerings, community outreach programs, and other diversity programs. Ramapo's commitment to diversity and inclusion is infused across all facets of the College; where the environment is welcoming, dedicated to social justice, respectful of freedom of expression, focused on educating and having an ongoing conversation regarding cultural competence and the benefits and importance of diversity.SAME APPLICANTS: If you are applying under the NJ SAME program, your supporting documents (Schedule A or B letter), must be submitted along with your resume by the closing date indicated above. For more information on the SAME Program visit their Website at: , email: [email protected], or call CSC at (609) ###-####, option 3Please send an email to [email protected] confirming you applied through the NJ SAME program.Ramapo offers a comprehensive benefits package through the State of New Jersey to full-time employees including health care, dental, prescription drug plans, retirement, pension, deferred compensation plans, flexible spending accounts, life insurance, holidays, vacation, and sick leave.To learn more details, visit our