This position will service the Engineering Departments and will be cross-trained to assist with any Engineering Department as well as assist the Dean’s Office. The Henry M. Rowan College of Engineering is actively engaged in outreach activities leading to partnerships with organizations and corporations. The major role of this position is to provide support to the students and faculty in Engineering primarily to enable them to be successful and productive to achieve each departments mission.

Duties & Responsibilities:

• Manage operating, grant, revenue and other accounts and coordinates all relevant fiscal activities for Engineering
• Responsible for budget analysis, reports and continued monitoring, management and processing of all invoices and expenditures
• Process IRT orders in the IRT Service Portal for Engineering and track to completion
• Assists Department Heads in maintaining department IRT Asset List
• Process Non-PO’s for Engineering primarily including annual membership payments, virtual and in-person conference fees, and other reimbursements and track until completion
• Coordinates purchasing operations for Engineering departments primarily, their faculty and faculty grants including but not limited to writing and completing Sole Source and Contract justifications, completing new vendor forms, entering requisitions, and ensuring invoices are paid in full
• Coordinate select activities with Budget and OSP for budget transfers, DCA’s, specials program budget setup, etc.
• Collegially interact with faculty and staff both within and outside of the Henry M. Rowan College of Engineering
• Works with various other departments such as the Budget, Accounts Payable, Procurement Provost’s Office, Human Resources, OSP, and Advancement to ensure timely processing of all departmental needs
• Coordinates all department hiring and onboarding including: full-time tenure track, ¾-time, lecturer, adjunct and all undergraduate student hiring including I-9 completion, background checks, entering of job card in PageUp, assisting search committee when necessary
• Supervises department student workers including (FWS, department funded, grant funded), training, scheduling time sheet approval, and payment
• Acts as the departments’ Time Keeper to ensure all students, faculty and staff submit timesheets in accordance with University policy
• Support faculty and staff with duplicating and office supplies needs
• Support completion of travel requests and expenses for reimbursement with faculty, staff within Concur and students using University student travel forms
• Work with the Department Head to setup various staff meetings to discuss issues and questions
• Assists Department Head with solving administrative problems and makes recommendations for solutions
• Assign advisors to undergraduate students using Banner 9
• Maintains and interrupts policies and procedures for the department including keeping all departmental records
• Understand, use and train department faculty on all Rowan online systems to support operations – Banner, Banner 9, Works, 25Live, Concur, ProfsJobs, IRT Support Portal, Outlook, etc.
• Assist in coordinating Engineering department events
• Performs other duties to support all Engineering Departments and the Dean’s Office as assigned

Education:Graduation from an accredited college or university with a Bachelor’s Degree

Salary: Range P16 ($48,056-54,575)

Notes:

• Rowan University is an Equal Opportunity Employer and values diverse people and abilities. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this position.
• Candidates must be legally authorized to work in the US, and the university will not sponsor an applicant for a work visa for this position.
• Only completed online applications submitted on or before the posted deadline will be considered.

SAME APPLICANTS: If you are applying under the NJ “SAME” program, your supporting documents (Schedule A or B letter), must be submitted with your application by the closing date indicated above. For more information on the SAME Program visit their Website at: https://nj.gov/csc/same/overview/index.shtml , email: SAME@csc.nj.gov , or call CSC at (833)691-0404.

Managing Administrative Assistant, Rowan University

osition Summary:

Rowan University seeks a Managing Administrative Assistant to serve as the confidential assistant to the Vice President for University Advancement & Executive Director of the Rowan University Foundation (VP), as well provide administrative support to the Director and two Associate Directors of Corporate and Foundation Relations, the Director of Strategic Partnerships & Projects, and the Director of Campaigns & Special Initiatives. This professional will: be a key contact to and coordinator for the Rowan University Board of Trustees Advancement Committee; manage demanding and complex administrative operations in the Division of University Advancement; and collaborate regularly with Advancement’s leadership team as well as the leadership of the Rowan University Foundation to effectively manage the daily activities of the Division. Job functions are highly confidential, involving senior level administration, major university benefactors, board members, and members of the business community.

The University Advancement Team:

If you’re the selected candidate, you will become part of a culture within the Division of University Advancement that is characterized by consummate professionalism, an exemplary work ethic, and a high collective EQ. We foster a team-oriented culture. Seeking and recognizing opportunities to aid and empower our teammates are hallmarks of how we function. We are highly collaborative and rely on our colleagues to provide ideas and feedback—including and especially feedback that helps us carry out our mission more effectively and become better professionals. We value clear, honest, respectful communication and always strive to do what we say we will do. We create an ecosystem of learning within the Division and promote team members from within when feasible. We recruit professionals whose values, work ethic, and expertise align with and complement our own.

Within the Division, you’ll contribute to and shape this culture through your knowledge, talent, unique perspective, and attitude. You’ll also represent it to the numerous colleagues, supporters, and other stakeholders throughout the University Community with whom you’ll interact on a daily basis.

Diversity, Equity & Inclusion:

Rowan University promotes a diverse community that begins with students, faculty, staff, and administrators who respect each other and value one another’s inherent dignity. By identifying and removing barriers and fostering individual potential, Rowan cultivates a community in which all members can learn and grow. The Rowan community is committed to a safe environment that encourages intellectual, academic, and social interaction and engagement across multiple intersections of identities. At Rowan, creating and maintaining a caring community that embraces diversity in its broadest sense is among the highest institutional priorities. On the University Advancement team and throughout the University, we believe every team member enriches our diversity by exposing us to a broad range of ways to: understand and engage with the world; identify challenges; and discover, design, and deliver solutions.

Responsibilities:

• Calendar Management – Maintain and organize the VP’s calendar, coordinating and scheduling a high volume of internal and external appointments including meetings with Advancement staff, the University President, senior leadership, deans, corporate and foundation leaders, major donors, prospective donors, and business contacts. Prioritize and manage time effectively to ensure optimal use of the VP’s schedule.
• Communication – Manage and respond to incoming calls, emails, and correspondence. Draft, edit, and proofread documents and correspondence as needed.
• Administrative Support – Process invoices, purchasing card expenses, travel arrangements, expense reports, conference registrations, and subscription renewals. Monitor and reconcile departmental budgets as needed and handle general administrative tasks, such as copying, filing, and ordering business supplies. Assist in the preparation and distribution of internal communications. Provide front-desk coverage by managing a busy, multiline phone system, greeting guests/donors, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment.
• Payroll and Timesheet Management – Approve timesheets bi-weekly and respond to payroll inquiries in a timely manner to resolve any payroll-related employee issues. Manage a master schedule for the Division of University Advancement to ensure adequate office coverage and operational efficiency.
• Board of Trustees University Advancement Committee Meeting Coordination – Schedule meetings, prepare agendas, compile, and distribute meeting materials, record, transcribe and distribute minutes.
• Additional duties include:
  • Provide assistance with interview scheduling and on-boarding of newly hired Advancement team personnel reporting to the VP including processing associated documentation and ordering equipment and supplies.
  • Coordinate the gift agreement signature approval process by obtaining the appropriate internal signatures and handling the distribution of fully signed agreements.
  • Draft meeting materials and correspondence when necessary.
  • Proof daily donor thank you letters and other documents requiring the VP’s signature.
  • Attend certain distinguished events and other donor related functions and activities occurring at night/weekends when necessary.
  • Other duties as assigned.

About You:

If you are an outstanding candidate for this role, you are a professional eager to make your mark in higher education philanthropy. You’re a relationship builder; you possess the stature and interpersonal skills to meaningfully engage the University’s diverse leaders, alumni, students, volunteers, donors, and prospective donors in a manner that generates excitement, inspires action, deepens commitment, and increases support. You have the proven ability to strategically and effectively navigate within a multifaceted organizational environment. You are a transparent and collaborative team member who thrives in a workplace that values diversity, creativity, innovation, and a “let’s figure it out and get it done” spirit.

As a valued and depended upon member of the University Advancement team, you will:

• Lead with your integrity; your word is impeccable.
• Be a caring, reliable, and highly supportive teammate.
• See every day as an opportunity to grow and learn and enjoy helping others do likewise.
• Derive satisfaction in supporting and empowering your teammates and inspire others to do their best.
• View honest feedback and constructive criticism from colleagues as gifts for which to be grateful.
• Thrive in an atmosphere of accountability.
• Communicate clearly and do what you say you will do.
• Exude positivity and be slow to ascribe negative motivation to your colleagues’ actions.

As a professional, you have:

• Excellent “soft skills” and the ability to communicate effectively both in writing and verbally.
• Excellent customer-service mindset, judgement, and creative problem-solving skills.
• Impeccable organizational skills with ability to multi-task, prioritize, and succeed in a fast-paced work environment.
• Strong attention to detail, accuracy, and follow-up skills.
• Adaptability and ability to continually reprioritize and meet required deadlines.
• Proven professional experience as an administrative assistant or office manager.
• Strong knowledge of office management systems and procedures.
• Strong interpersonal skills and a positive, upbeat, and professional personality capable of effective interaction with staff, leadership, board members, business leaders and donors.

Qualifications:

Required:

• Bachelor’s degree preferred with five (5) or more years of progressively responsible experience as an executive assistant; associate’s degree is required; additional qualifications as an administrative assistant will receive consideration.
• Facility with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Facility with enterprise-wide financial and data systems (e.g., Banner Finance, Works, Concur, Millennium, Confluence).
• Proficiency with electronic signature solutions such as Adobe Sign and DocuSign.
• Aptitude for learning new software and systems.

Starting Date:

As soon as possible.

Salary:

Rowan University offers a competitive compensation and benefits package, including tuition remission for qualified employees.

General Info:

This is a full-time Monday-Friday position. The salary is competitive and commensurate with experience and qualifications. Determinations regarding this position’s potential flexible work options will be considered in adherence to applicable policies and subject to approval by Human Resources.