Administration – Full-Time
Believing that diversity contributes to academic excellence and to rich and rewarding communities, Caldwell University is committed to recruiting and retaining a diverse faculty, staff, and student body. Candidates from historically underrepresented groups, whose work furthers our diversity and inclusion efforts, and who bring to campus varied life experiences, perspectives, and backgrounds are especially encouraged to apply. Candidates must be willing to support the Catholic Dominican mission of the University.
Caldwell University is a private, Catholic coed four-year university with a strong liberal arts core curriculum that enhances critical thinking and analytical reasoning. Caldwell offers 36 undergraduate and 31 graduate programs, including doctoral, master’s, certificate, and certification programs, as well as online and distance learning options that prepare students for today’s global marketplace. The university has 15 NCAA Division II athletic teams and numerous clubs, fraternities, sororities, and activities on a beautiful 70-acre campus located in the suburbs of Caldwell, New Jersey. Caldwell was founded by the Sisters of Saint Dominic of Caldwell. Its core values of respect, integrity, community, and excellence influence academic and campus life. For more information about Caldwell University, visit caldwell.edu.
Caldwell University is an Equal Opportunity Employer strongly committed to diversity, equity, and inclusion within its community.
Access Services Librarian (Req.2216)
Caldwell University invites applications for a full-time Access Services Librarian. Reporting to the Library Director, the Access Services Librarian is responsible for managing all aspects of Library Access Services including circulation, reserves, stack maintenance, and the integrated library system (ILS). Job duties include, but are not limited to:
- Manage daily activities of the Circulation Department. Oversee workflow, assign work tasks, resolve problems, and prepare work records. Oversee collection and handling of fees and fines. Prepare notices and run reports. Report delinquent accounts to the Bursar’s office or Registrar. Maintain and track reciprocal borrowing and interlibrary loans, and report to representatives from various consortia.
- Manage the Library Circulation Desk. Make decisions regarding policy interpretations. Respond to inquiries about library materials, services, and information. Manage print and electronic course reserves and maintain course reserves list.
- Serve as systems administrator for the library systems / Integrated Library System (OCLC WMS). Work with vendors and the University IT department on installation and ongoing maintenance. Track and report operating problems to vendors. Maintain current knowledge regarding upgrades and new features for the ILS. Prepare and run reports for information and maintenance of the library systems as needed.
- Supervise and train support staff and maintain related work records, including attendance and timesheets. Supervise the Direct Hire and Federal Work Study program for the library. Hire, train, and schedule student workers. Process timesheets and monitor hours worked for compliance with Federal Work Study awards.
- Provide in-person and virtual reference services, including in-depth research employing a combination of print and electronic resources, to students, faculty, and staff.
- Teach information literacy sessions to undergraduate and graduate students as needed in conjunction with a team of librarians. Serve as library liaison to assigned departments.
- Create and update library publications, including LibGuides, which foster the development of information literacy skills and competencies.
- Create book displays and promote library resources.
- Maintain awareness of best practices, trends, emerging technologies, and issues in academic libraries, particularly in access services.
- Master’s degree in Library and/or Information Science from an ALA-accredited institution.
One to three years of effective academic library experience, and especially experience with library management systems, is preferred. Excellent written and verbal communication skills along with strong customer service and supervisory skills. The Librarian is expected to work occasional evenings and weekends during the University-wide activities. The position may involve covering one evening shift per week and approximately one Saturday per month in a staff rotation.
Instructional Technologist (Req.2210)
Caldwell University invites applications for a full-time Instructional Technologist in Online Education. Reporting to the Director, Online Education the Instructional Technologist is responsible for supporting and assisting faculty in order to facilitate the use of technology in the classroom. This position provides training, resources and investigates best practices for technology integration, and applications related to technology use in the classroom to enhance teaching and learning. Job duties include, but are not limited to:
- Serving as administrator for the Caldwell University learning management system. (Blackboard).
- Integrating third-party tools into Blackboard via LTI.
- Updating and maintaining internal and external online websites.
- Researching and testing tools to extend functionality of Blackboard based on user requirements and following standard evaluation criteria. Integrating third-party tools into Blackboard via LTI.
- Managing appropriate help desk technology support for distance learning compliance.
- Supporting compliance with student privacy, accessibility, academic integrity, and other institutional policies involved in the application of instructional technology.
- Providing guidance on making instructional materials accessible for all.
- Managing course archives for the learning management system.
- Researching emerging educational technologies and staying involved with NJEdge and other relevant technology groups. Maintaining current knowledge of technology and providing resource information relating to new techniques and practices that relate to the use of technology in the classroom.
- Working with vendors that provide learning management and distance education services.
- Providing training services and assisting faculty members in a wide range of instructional technologies.
- Creating training videos and tutorials for faculty and students.
- Maintaining current knowledge of technology and providing resource information relating to new techniques and practices that relate to the use of technology in the classroom.
Bachelor’s degree in Computer Science, Instructional Technology, or a related field along with a minimum of one year of effective experience required. Experience in a higher education academic environment is preferred.
Student Accounts Coordinator (Req.2208)
Caldwell University invites applications for a full-time Student Accounts Coordinator. Reporting to the Director of Student Accounts, the Student Accounts Coordinator assists with daily front-line triage of the One stop office, ensuring inquiries are answered promptly by phone, email, and in person. Handles in-depth questions and concerns specific to student accounts. Works closely with Financial Aid, Registration, and Advising to answer general inquiries related to their respective areas. Key Tasks include front line coverage, cashiering, processing payments, payment reconciliations, collections and student account resolutions. Job duties include, but are not limited to:
- Answering general questions from faculty, students, and staff in person, on the phone and via email. Monitoring common email inboxes and responding as appropriate.
- Maintaining expert knowledge of all student online portal functionality, ranging from course search to aid package to online payment. Assisting students with self-service activities.
- Handling in-depth questions and concerns specific to student accounts. Assisting with collection efforts of past due accounts. Providing feedback for delinquent accounts. Working with students on payment options and escalating inquiries when appropriate. May be assigned to student groups to ensure billing accuracy.
- Assisting students with issues regarding textbook bundle opt-out options and commuter plan waivers.
- Accepting payment (cash & check); reconcile receipt screen daily. Performing cashiering functions, processing checks, money orders, cash, and wire transfers.
- Manually post tuition and housing deposits, as well as other payments made via Nelnet.
- Performing weekly online remittance reconciliations. Posting outside scholarships to student accounts after review by the Financial Aid office.
- Running daily reports, including payment returns, payment plan status reports, and AR hold reports. Working closely with the Director to assign/release holds.
- Providing office support, including ordering office supplies, opening and distributing incoming mail, preparing mailing related to balance notices and 1098-t’s, collecting documentation, etc.
- Assisting with the refund process as assigned by the Billing Manager.
- Retrieving documents requested by collection agencies as directed.
- Filing transaction reports/maintaining records.
- Following up on third party payments as necessary.
Associates Degree. Bachelor’s preferred, with 1 to 2 years of effective experience required. Must be proficient in Google Suite ( Calendar, Docs, Sheets, Drive) and Microsoft Office ( Excel, Word). Must have experience with data entry.bility to participate in physical activities such as outdoor games, sports, and other camp-related activities
Office Manager, Facilities (Req.2206)
Caldwell University invites applications for a full-time Office Manager, Facilities. Reporting to the Director, Facilities and working with the Vice President for Administration and Operations (VPAO), the Office Manager will work to ensure smooth operations in the Facilities department and to create a professional, friendly, customer-service oriented environment for the campus community in addressing facilities needs. Job duties include, but are not limited to:
-Managing operations of the Facilities office including accepting and assisting in the prioritization of work orders.
-Working with Residence Life and Academic Affairs to streamline process for reporting problems and making requests.
-Assisting in scheduling and payroll time approval for facilities workers.
-Ordering and maintaining inventory of custodial and office supplies including staff uniforms.
-Organizing a database of facilities PM contracts.
-Assisting in the management of the facilities budget including preparation of invoices for Director and VP signature and AP payment. Liaise with AP to set up vendor accounts and to ensure accurate posting to appropriate budget lines.
-Assisting in obtaining competitive bids and setting up project proposals, scheduling vendors, creating project sheets, and displaying comparative bids.
-Assisting in maintaining the capital working sheet to capture all projects for pricing and prioritization by director, VP and ultimately, cabinet and president.
-Coordinating requests for signage, room numbers etc working with the Office of Communications to develop design and size specs for approval by the VPAO.
-Creating spreadsheets for residence halls capturing facilities needs, dates addressed and assessment of future maintenance needs.
-Overseeing hiring and supervision of student workers.
-Researching and generating reports for VPAO.
High school education with proficiency in Google Suite and Microsoft Office applications, plus 18 to 24 months of effective experience required. Must be available to work Monday through Friday, 8:30 to 4:30 and occasional evenings/weekends. Experience working with databases is also strongly preferred. Bilingual in English/Spanish is a plus.
Assistant Clinical Supervisor, ABA (Req #2201)
Caldwell University invites applications for a full-time Assistant Clinical Supervisor position in the Department of Applied Behavior Analysis. Reporting to the Director, the Assistant Clinical Supervisor is responsible for collaborating with the Assistant Director of Training in further developing center-wide systems and overseeing their implementation for the Center for Autism and Applied Behavior Analysis. Job duties include, but are not limited to:
– Developing and implementing communication and evaluation systems and overseeing the implementation of these systems.
– Maintaining the center’s manual and administrative policies and procedures.
– Implementing procedures for training graduate graduate assistants/fellows, practicum students, interns, and employees based on empirical recommendations.
– Collaborating with clinical supervisors, assistant director of training, and graduate assistant/fellows on guideline protocols and curriculum needs for learners.
– Analyzing progress of learners, graduate assistants/fellows, practicum students, interns, and employees through data analysis and objective evaluation.
– Providing training to graduate assistants/fellows in their evaluation of graduate practicum students, undergraduate interns, and employees.
– Assisting assistant director of training with assignments of graduate students to learners and scheduling requirements based on learner’s needs.
– Providing scheduling recommendations to the assistant director of training based on learner needs.
A Master’s Degree in Applied Behavior Analysis or related area, special education certification, board certification in behavior analysis, and prior assistantship completion is required. Candidates must be willing to support the Catholic Dominican, liberal arts mission of the University.
Applicants must submit a resume, cover letter specifying position, a list of three professional references including complete contact information.
Assistant Director, Student Engagement (Req.2196)
Caldwell University invites applications for an Assistant Director of Student Engagement. Reporting to the Director of Student Community Engagement and Involvement, this individual will be responsible for planning, organizing, and implementing evening and weekend programming; student organization management, support to the New Student Orientation program along with administrative responsibilities.
Student Organization Management:
- Providing direct supervision and support to over 35+ active student organizations including support to advisors.
- Assisting student organizations in the planning and implementation of club-sponsored events and programs, including reserving rooms, submitting catering, media requests, and work orders.
- Conducting leadership training and development for student leaders along with student leader transitioning.
- Assisting the Director with Student Government Association supervision, support and services.
- Maintaining student organization financial requests and club budgeting oversight.
Programming:
- Assisting the Director with campus-wide planning, organizing, and supervising of student programs, events, and off-campus activities including evening and weekend programming.
- In collaboration with the Director, developing and implementing a calendar of Commuter specific programming and resources in addition to direct support of the Commuter Student Association.
- Collaborating on programming efforts with various campus partners including but not limited to Athletics, Dining Services, and Campus Ministry.
- Assisting Director in executing campus wide student engagement and supervising major campus programs including New Student Orientation, Welcome Week, Global Thanksgiving, etc.
- Providing weekly student engagement opportunities in the Student Center and throughout campus.
- In collaboration with others, creating and promoting multicultural programs, events, and celebrations.
- Assisting the Office of Residence Life and Resident Assistants with collaborative programming.
Administrative Responsibilities:
- Completing administrative responsibilities as assigned to support office functions including but not limited to contract review, financial paperwork, and vendor relations.
- Serving as the director supervisor to office Student Workers and Work-Study Program.
- Compiling bi-weekly assessment and survey data for Student Engagement.
- Directly overseeing office marketing efforts including but not limited to the Weekly Cougar Connect Newsletter, social media and flyer approvals.
New Student Orientations:
- Supporting the Director in the recruitment, planning and execution of New Student Orientation program including Overnight Orientation, Parent Orientation, Transfer and International Orientation and coordinating the First-Year student trip.
- Providing additional support in managing and training Orientation Leaders.
- Assisting with post-New Student Orientation survey data and reporting.
Other:
- Serving On various university committees and task forces as required and participating in university wide programs, events and discussions.
- Maintaining an active and involved presence in campus community
Bachelor’s degree plus one to two years of effective experience is required. Must be available to work evenings and weekends as needed. Optional on-campus housing can be provided with serving in an on-call rotation.
Assistant Registrar (Req.2195)
Caldwell University invites applications for an Assistant Registrar. Reporting to the University Registrar, this position is responsible for providing excellent customer service to all who enter or contact the Center for Advising, Registration, and Enrollment Services, while supporting all functions related to the Office of the Registrar. Job duties include, but are not limited to:
- Providing student services, including processing of student registrations, add/drops, withdrawals, internships, tutorials/independent studies, incomplete grades, enrollment verifications, preparation of transcripts, grade entry, diploma disbursement, change of personal information and other records management functions. Escalating issues as needed.
- Applying University policies and procedures and acting in compliance with FERPA.
- Assisting with services applicable to the Caldwell University transfer student population. Perform accurate data entry of transfer and prior learning credit. Coordinating transfer credit award and evaluation between admissions and advisors. Following through with counselors on credit evaluation discrepancies and ensure that these discrepancies are addressed. Assisting with notifying NJ Transfer of new equivalencies established by our Deans & Chairs.
- Creating, managing and implementing academic course offerings for Fall, Winter, Spring, & Summer courses, as well as all corresponding subterms. Ensuring accurate postings, course controls, inputting and maintaining course changes/additions; coordinating with Department Chairs on all necessary changes. Thoroughly review course offerings for pattern inconsistencies. Following up with department chairs on a regular basis to troubleshoot issues.
- Notifying students of course cancellations. Working with departments to ensure proper registration into controlled courses. Tracking and implementing approvals for undergraduates to enroll in graduate courses.
- Assisting with academically advising students within the bounds of Registrar related functions; meeting with students one on one to review transfer credit, academic planning, and degree progression as needed.
- Compiling queries and reports for academic department Chairs, Deans, the Office of the Vice President for Academic Affairs and other student services areas, as necessary.
- Serving as the representative to the campus community on degree audits and registration policies, including hosting tables at events such as, but not limited to, Freshman and Graduate Orientation, Bi-Annual Career Fair, Salute to Grads, etc.
- Assisting with the evaluating and transferring of student data from the Registration Module to the Advising Module: including changes of majors, advisors, course substitutions, waivers. etc.
- Assisting with the grade collection process for mid-term and final grades.
- Reviewing new student files to ensure all required documentation has been received and update student records accordingly. Placing holds and notify students as per policy and procedure.
- Assisting with Commencement and related duties (must work Commencement each year).
- Assisting with the annual purge of records in compliance with the retention schedule.
- Assisting in the scheduling of classroom space through Astra. Assigning rooms and maintaining room requests in conjunction with the Registrar.
- Tracking and processing “Course at Another Institution” approval forms for award of credit.
- Keeping current with best practices related to student records, registration and services.
Bachelor’s Degree required and experience working in a higher education setting preferred. Familiarity with course scheduling and transfer entry. Strong technological experience as coding must be applied to various courses to control registration enrollment. Occasional evening and weekend work is required.
The ability to be detail-oriented and manage and prioritize multiple responsibilities. Must be proficient in Microsoft Office applications such as Word, Excel, PowerPoint and data entry and data interpretation. Must be available to work commencement annually.
Director, Facilities (Req. 2191)
Caldwell University invites applications for a full-time Director of facilities. Reporting to the Vice President for Administration and Operations, the Director will oversee the day-to-day operations of campus facilities. The ideal candidate will be a hands-on, highly organized, and detail-oriented professional with successful experience managing and motivating staff as well as a proven track record in planning and overseeing custodial, grounds, maintenance, and repair projects. The Director must have experience working in facilities functional areas. Job duties include, but are not limited to:
– Conduct regular inspections of campus facilities to identify maintenance needs and potential safety hazards. Ensure regular preventative maintenance inspections and service.
– Oversee repairs and maintenance, including HVAC, plumbing, electrical, and carpentry work.
– Oversee custodial supervisor and cleanliness of all campus facilities.
– Oversee groundskeeping staff.
– Oversee office assistant responsible for scheduling vendors, managing work order requests, processing invoices, coordinating work schedules, ordering supplies, liaising with HR and Payroll, and other duties as assigned.
– Select and manage vendors for agreed-upon major maintenance and repair services that cannot be performed in-house.
– Assist in the ongoing identification of capital needs and participation in the annual repairs and renewals plan as well as help to execute approved capital projects.
– Prepare and manage the facilities budget, ensuring efficient resource allocation within the approved budget or as approved.
– Ensure compliance with all safety regulations and standards, including mandating required staff training.
Bachelor’s degree or equivalent in Facilities Management, Engineering, or a related field is preferred. Experience in developing and implementing capital improvement plans and with energy management and sustainability initiatives is required. Fluent Spanish is preferred.
Junior Graphic Designer (Req.2185)
Caldwell University is inviting applications for a full-time Junior Graphic Designer position. Reporting to the Asst. Vice President of Marketing & Communications, the Junior Graphic Designer will be responsible for the design and production of print and digital materials as needed University-wide, as directed by the Vice President of Enrollment Management & Communications and Asst. Vice President of Marketing & Communications. This individual will collaborate across multiple departments to execute multi-channel marketing and communications campaigns with varying goals. This individual will oversee the maintenance of the University’s digital library, which includes photos, videos, social media assets, branding assets and other types of media. The Junior Graphic Designer will be a key member of the Marketing & Communications team who will participate in a broad range of design projects from concept to completion. Job duties include, but are not limited to:
-Serving as the primary graphic designer for Caldwell University, taking on projects that include but are not limited to flyers, postcards, booklets, rack cards, digital ads, social media graphics, email graphics, web graphics, Microsoft Office templates, etc.
-Establishing and maintaining the University’s digital library to ensure assets are up-to-date, relevant and on brand.
-Serving as a contributing member of the Marketing & Communications team, effectively taking direction and offering design solutions that can elevate the existing Caldwell University brand.
-Contributing to the planning and development of Caldwell University’s social media content calendar for current platforms (Facebook, Instagram, LinkedIn) and future platforms.
-Quick mastery of Caldwell University’s branding and style guidelines in order to ensure that all online efforts and messaging are consistent with the values, aesthetics and voice of the University.
-Participating in the evaluation of campaign analytics as they relate to ROI.
A bachelor’s degree (B.A. or B.F.A.) in graphic design, fine arts, graphic arts, or similar is required. Candidates should have 1-3 years of graphic design experience. Advanced level of Adobe Creative Suite (Photoshop, InDesign, Illustrator, Acrobat) is essential and working knowledge of Canva is a plus.
Instruction & Assessment Librarian (Req.2156)
Caldwell University invites applications for a full-time Instruction & Assessment Librarian. Reporting to the Director of the Jennings Library, the Instruction and Assessment Librarian will coordinate the Information Literacy Program, foster student learning and promote information literacy across the curriculum. The Instruction and Assessment Librarian will also use assessment procedures to ensure a consistent and effective Information Literacy Program. Job duties include, but are not limited to:
- Coordinating the Information Literacy Program by designing, planning, organizing, implementing, and assessing information literacy education and initiatives.
- Assisting in developing and implementing strategic and operational plans for the Information Literacy Program.
- Providing vision and leadership on information literacy concepts, trends, pedagogies, and assessment. Actively cultivates new and/or maintains existing partnerships with departments across campus. Serving as liaison to academic departments as assigned.
- Designing services to support the curricular, research, and information needs of students and faculty.
- Planning and conducting assessment of evolving user needs and adapting services appropriately.
- Providing in-person and virtual reference services, including in-depth research employing a combination of print and electronic resources to consult/aid/assist students, faculty, and staff.
- Creating and updating library publications, including LibGuides, which foster the development of information literacy skills and competencies.
- Providing point of need instruction to students, faculty, and staff and teaching classes as needed in conjunction with a team of librarians.
Masters degree in Library and/or Information Science from an ALA-accredited institution plus one to three years of effective academic library experience required. The position also involves covering one evening shift per week and Saturday on weekend staff rotation.
Assistant Director, Residence Life (Req.2154)
Caldwell University invites applications for a full-time Assistant Director of Residence Life. Reporting to the Assistant Vice President of Residence Life, the Assistant Director is responsible for assisting with providing leadership and management of a comprehensive residential life program designed to meet the needs of our diverse residential population. The Assistant Director supports the administration and operations during the academic year and assists with the coordination and management of the day to day on-site summer conference season in the Residence Halls. This is a live-in position with on-call responsibility and some nights, weekend and holidays work. Job duties include, but are not limited to:
-Assisting with the management of the administration of on-campus residence halls with a total population of up to 600 students in traditional and suite style buildings. Assisting AVP with the development and management of a future Faculty in Residence (FIR) Program, Living Learning Communities (LLCs) and special interest housing. Ensuring that rooms are ready prior to student move-in and coordinating Residence Hall opening and closing.
-Assisting the AVP with the hiring, training and supervising Resident Assistants (RAs), Graduate Hall Directors (GRDs), Office Assistants, and Summer Conference Assistants. Developing and administering staff training and ongoing in-service and education for residence life staff.
-Managing the Residential Programming Model and supervising, supporting, and attending educational programs and activities sponsored by the RAs. Planning and conducting large scale department programs for all residents. Collaborating with other campus offices to bring additional resources to the residence halls.
-Providing on-call response, direction, and support to the GRD on duty in managing crisis situations; responding on-site to crisis situations when necessary and/or appropriate. Managing follow-up of crisis situations and referring incidents as appropriate. Serving as a hearing officer and adjudicating violations of the C-Book and Residence Life Handbook using Simplicity Advocate Student Conduct software.
-Assisting with housing, facilities, and safety operations. Maintaining ongoing contact with Campus Safety and Campus Facilities. Reporting and following up on maintenance work orders and supporting resident initiatives for facility improvement. Conduct ongoing walk-throughs and work with the appropriate office to mitigate concerns.
-Educating students regarding residence hall policies, procedures, and health & safety standards and coordinating monthly health & safety inspections and follow up with residents on any areas of concern identified by RAs. Ensuring students uphold all policies, procedures, and standards. Maintaining student conduct records. Serving as a conduct hearing officer, making referrals on conduct matters to AVP as necessary. Providing individual and small group advising and roommate mediation as needed. Must be able to appropriately maintain confidentiality and boundaries.
-Assisting the AVP with managing occupancy, analyzing data, and preparing reports to support the continuous development of housing operations. Managing the housing selection process and room assignment for each resident for billing and placement utilizing Jenzabar EX and Simplicity Residence Hall software. Maintaining the inventory of furniture and equipment within the residence halls, assessing and reporting damage to individual rooms and common areas, and administering the Residence Hall agreement and the damage billing process.
-Assisting the AVP with the coordination and management of the summer conference program for all internal and external summer events. Assisting with providing on-site management for external summer conference programs. Ensuring rooms are ready prior to arrival, overseeing room check-in and check-out process, and addressing requests for room changes, cancellations, etc. Assisting the AVP with hiring, training, and supervising summer conference assistants, who serve as resident advisors and provide assistance to the academic programs.
Bachelor’s degree is required. Master’s degree preferred. At least two years of professional full-time experience in the areas of housing/residence life/conference services at a school or post-secondary institution or equivalent is required. Experience responding to crises and emergency situations is essential. Experience in training, selecting, and supervising student staff is also required. Must be proficient with Microsoft Word, Excel, and PowerPoint. Familiarity with Jenzabar EX, Simplicity Advocate and Residence, or similar student management system is a plus. A valid driver’s license is preferred.