Administrative Assistant, Office of Student Success - Shreiber School of Veterinary Medicine of Rowan University
Work @type: Full-Time
Location: Glassboro, New Jersey
Categories: School of Veterinary Medicine
Position Summary:
Rowan University is seeking an experienced, highly organized Administrative Assistant to join its team at the Shreiber School of Veterinary Medicine. The successful candidate will possess excellent communication and organizational skills, be highly detail-oriented, and have a proven track record of successfully managing multiple tasks and priorities in a fast-paced environment. The successful candidate will be a team player with a positive attitude, able to work independently with minimal supervision and be committed to providing exceptional service to our students, faculty, and staff. The role will provide administrative support for the Office of Student Success (OSS).
Essential Duties and Responsibilities:
Responsible for successfully providing administrative support to the OSS team to advance office operations.
Serves as receptionist; first point of contact for students, staff, and visitors through in-person, email, and telephone communication.
Sorts and delivers internal and external mail and correspondence.
Provides administrative support to OSS staff by organizing and scheduling appointments and meetings, including maintaining department and manager calendars.
Maintains confidentiality concerning student records, personnel information, and other data, as applicable.
Assists in the management of OSS budget records, including such tasks as requisitions, purchasing, budget transfers, reimbursements, department charge authorizations, miscellaneous disbursement vouchers, expense reports, vendor setup, fiscal year-end activities, monitoring expenditures, etc.
Maintains department purchasing card(s) and reconcile monthly utilizing the Bank of America Works system.
Assists with all aspects of the OSS staff hiring process including travel arrangements, scheduling visits, reimbursements, etc.
Makes necessary arrangements for speaking engagements, hearings, conferences, and meetings.
Assists OSS staff with travel requests and expenditures using Concur.
Sets up student-related events (e.g. symposiums, retreats) for the school.
Schedules meetings, develops meeting materials as needed, records, formats, and distributes meeting minutes for designated Committees.
Assists in the coordination of AVMA COE Accreditation Site visits.
Prepares, organizes, and maintains (including electronic and hard copy) all documents needed for continuous AVMA COE accreditation.
Prepares and/or compiles special reports, monthly reports, meeting minutes, and other related reports within prescribed guidelines.
Perform other duties, responsibilities, or special projects as needed for the OSS and Office of Academic Affairs.
Required Qualifications:
High school diploma or equivalent required.
Three (3) to five (5) years experience providing administrative support in higher education, preferably in a student-facing role
Experience with University systems: Banner, Concur, and PageUp; highly preferred.
Advanced knowledge of Word, PowerPoint, Excel, Google cloud-based software (Drive, Docs, Sheets, Slides, Forms) Zoom, WebEx, project management tools and online databases and resources.
Experience with database management; highly preferred.
Ability to take direction and work well in a team environment.
Ability to work in a fast-paced environment and under tight deadlines with shifting priorities.
Excellent written and verbal communication skills
Superior attention to detail
Ability to act in a confidential support role for the Associate Dean of Student Success and OSS staff.
Ability to prepare correspondence and reports, often of a complex and difficult nature, rapidly and accurately.
Able to prepare presentations independently for internal and external stakeholders.
Experience and desire to be involved in events and event-planning.
Must be able to communicate, interact and work effectively with students, faculty, staff, and all external constituencies.
Desire to work and interact with students preferred.
Desire to create an environment where students feel welcomed.
Information about the institution:
A top 100 national public research institution, Rowan University offers bachelor's through doctoral and professional programs in person and online to 23,000 students through its main campus in Glassboro, N.J., its medical school campuses in Camden and Stratford, and five others. The University has earned national recognition for innovation, commitment to high-quality, affordable education, and developing public-private partnerships. A Carnegie-classified R2 (high research activity) institution, Rowan has been recognized as the fourth fastest-growing public research university, as reported by The Chronicle of Higher Education. For more information on Rowan University, click here.
The Shreiber School of Veterinary Medicine is located on the Glassboro, New Jersey west campus, 22 miles southeast of Philadelphia. The Shreiber School of Veterinary Medicine will admit its first class of DVM students in the fall of 2025. Facilities will include an academic teaching facility aimed at the delivery of pre-clinical training, a small animal teaching hospital, and a research facility.
All qualified applicants will receive consideration for employment without regard to age, ethnicity, race, religion, sex, gender identity or expression, genetic information, marital status, national origin, (dis)ability status, military status, and other NJ protected classes. Rowan University does not discriminate on the basis of sex in its educational programs and activities, including employment as required by Title IX. Rowan is committed to providing access, equal opportunity, and reasonable accommodation for individuals with (dis)abilities.
As a state public University, Rowan employees are eligible to participate in the federal Public Service Loan Forgiveness program. More information on this program is available at https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service.
Notes:
Position posting will be active until the job is filled.
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.
Rowan University offers a generous benefit package which can be viewed at https://sites.rowan.edu/hr/benefits.
