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Managing Administrative Assistant, Division of University Marketing - Rowan University

Rowan University • Glassboro, NJ • 2w ago

Rowan University-Division of University Marketing

Job Description

Position:

Managing Administrative Assistant

Department:

University Marketing and Communications

Position Summary:

Join the Team Driving Rowan's Brand and Reputation!

Rowan University is seeking a dynamic and highly organized Managing Administrative Assistant to support the Chief Marketing Officer (CMO). This is an exciting opportunity to play a central role in a high-visibility division focused on elevating the University's brand, storytelling, media presence, and strategic communications across the region and beyond.

In this pivotal role, you'll serve as the confidential assistant to the CMO while also providing key administrative support across the department. You will be a key connector within a fast-paced, creative, and strategic environment where innovation and execution go hand-in-hand.

What You'll Do:

Be a Strategic Partner - Collaborate closely with the CMO and leadership team to coordinate departmental initiatives, ensure smooth daily operations, and manage a wide range of priorities.

Own Complex Operations - Support the department's budgeting and financial transactions, oversee event logistics and vendor contracts, and maintain compliance with university policies.

Build Connections - Serve as a key liaison between the Office of the CMO and internal and external stakeholders, including senior university leaders, faculty, media, and partners.

Why Join Us?

This role goes far beyond calendar management - it's a rare opportunity to be at the epicenter of the University's public voice and strategic messaging. If you're highly organized, proactive, and thrive in a creative, mission-driven environment, we want to hear from you!

About Marketing

The Marketing Division is responsible for shaping and sharing the Rowan University story - building brand awareness, supporting enrollment and fundraising goals, and enhancing the University's reputation. Our work spans strategic communications, media relations, digital and print marketing, branding, and social media.

We are a highly collaborative team that values integrity, creativity, curiosity, and action. We build relationships across the University and beyond to support our ambitious goals and bring Rowan's impact to the world.

Responsibilities:

Calendar Management - Manage the CMO's calendar and schedule, coordinating meetings with university leadership, media partners, external agencies, and internal teams. Prioritize appointments to ensure strategic time management.

Communication - Draft, edit, and proofread emails, reports, and presentations. Act as the first point of contact for the CMO's office and help facilitate efficient communication across the division.

Administrative Operations - Process invoices, travel arrangements, conference registrations, purchasing card transactions, and expense reports. Maintain digital and physical files and manage department supplies and subscriptions.

Support Departmental Initiatives - Coordinate logistics for events, marketing campaigns, and media opportunities. Help onboard new team members and assist with cross-functional projects.

Additional Duties Include:

Preparing materials for meetings and speaking engagements.

Representing the CMO's office at internal events and select external functions, including some evening/weekend activities as needed.

Other duties as assigned.

About You

You're a high-performing professional who is passionate about supporting meaningful work. You're an effective communicator, a natural problem solver, and a trusted partner. You excel in fast-paced, multi-faceted environments and take pride in helping leaders and teams operate at their best.

As a valued member of the UMC team, you will:

Lead with integrity and discretion.

Demonstrate strong emotional intelligence and a clear understanding of the importance of confidentiality when supporting the CMO, ensuring that sensitive information is handled with discretion and professionalism.

Be a reliable, detail-oriented, and proactive teammate.

Thrive in a culture of creativity, collaboration, and accountability.

Communicate with professionalism and empathy.

Contribute to a mission-driven team focused on telling Rowan's story with impact.

Qualifications:

Required:

Associate's degree required; bachelor's degree preferred.

Proven experience in an administrative or office management role.

Excellent written and verbal communication skills.

Exceptional organizational, time-management, and multitasking skills.

Strong customer service orientation and sound judgment.

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Familiarity with enterprise systems (e.g., Banner, CRM, Adobe Sign, DocuSign).

Ability and willingness to learn new platforms and systems.

Additional Info:

Starting Date: As soon as possible

Salary: Competitive and commensurate with experience

Schedule: Full-time, Monday-Friday; in-person work options considered in accordance with HR policy and role responsibilities

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