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This full-time, permanent staff member provides administrative and fiscal support relating to graduate academic programs in the Rowan-Virtua School of Translational Biomedical Engineering & Sciences, exercises independent judgment and leadership, and maintains confidential and sensitive materials. The major role of this position is to provide support to the students and faculty in the School primarily to enable them to be successful and productive within our academic programs.

Responsibilities:

• Understands, uses, and trains faculty on all Rowan online systems to support program operations – Banner, Banner 9, Works, 25Live, Concur, ProfsJobs, DegreeWorks, IRT Support Portal, Outlook, etc.

• Assists in planning, coordinating, and conducting School, Department, and program events, orientations, and workshops.

• Assists in developing program budgets, goals, objectives, policies, and procedures; manages and monitors budget allocations, invoices, and expenditures for operating, grant, revenue and other accounts; maintains accounting records; prepares financial reports, analyzes budgets, and coordinates relevant fiscal activities for the School.

• Prepares reports, evaluations, proposals, and other documents necessary for funding and successful operation of the programs.

• Process Non-PO’s and other reimbursements and tracks until completion.

• Processes IRT orders in the IRT Service Portal and tracks to completion.

• Supervises program/department student workers including (FWS, department funded, grant funded), training, scheduling time sheet approval, and payment.

• Acts as the programs/departments’ timekeeper to ensure all students, faculty and staff submit timesheets in accordance with University policy.

• Supports completion of travel requests and expenses for reimbursement with faculty, staff and students within Concur/University student travel forms. Schedules and coordinates visiting guests, speakers, and student itineraries.

• Works with the Program Directors, Department Chairs/Heads, and Dean’s office to setup various staff meetings to discuss issues and questions and assists with solving administrative problems and makes recommendations for solutions.

• Maintains current knowledge of policies and procedures for programs and departments including keeping all program and departmental records

• Coordinates select activities with Budget and OSP for budget transfers, DCA’s, special program budget setup, etc.

• 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 program needs.

• Coordinates purchasing operations for programs and departments, including writing and completing Sole Source and Contract justifications, completing new vendor forms, entering requisitions, and ensuring invoices are paid in full.

• Coordinates all program hiring and onboarding including transfer credit, I-9 completion, background checks, entering of job card in PageUp, assisting search committees when necessary.

• Conducts recruitment activities and outreach and represents academic programs and the School with other colleges, high schools, vocational schools, public agencies, and employers.

• Provides information and assistance to students, counselors, referral partners, agencies, and the community regarding specific programs, and explains program goals, admission criteria, activities, procedures, policies, and support services.

• Interviews, assesses, and screens potential program participants according to established guidelines; assists in application processing, development of and coordination of the admission process and onboarding; coordinates the collection of documents for programs.

• Maintains records of alumni, corresponds with alumni, and aids in graduation and thesis/dissertation defenses activities.

• Coordinates and participates in the implementation of student retention strategies including self-advocacy, independence, and self-management.

• Develops agreements and manages relationships with program support services and partners to maintain integrated support service systems for students in programs and coordinates and verifies information.

• Solicits student progress reports and completes academic progress checks along with program director and notifies appropriate students at risk of probation to make required progress. Coordinates with Program Directors, Dean’s Office, and other School Departments in relation to these activities and appeal processes.

• Coordinates class schedule information and facility use for specific programs.

• Researches, collects, and complies information, including statistical and financial data from a variety of sources for the preparation and completion of various projects and special and periodic reports, including regular reports on progress towards objectives; organizes and maintains records management systems.

• Provides administrative and clerical support for program as assigned by supervisor, including creating and maintaining confidential student files and records, maintaining personnel and payroll timekeeping records and information, greeting visitors, scheduling student meetings with program personnel, taking minutes of meetings, making travel arrangements, duplicating and office supplies needs, and related activities as needed.

• Collegially interacts with faculty and staff both within and outside of the Rowan-Virtua School of Translational Biomedical Engineering and Sciences

• Performs other duties to support all programs, Departments, and the Dean’s Office as assigned.

  Education:

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

  NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.

  Four (4) years of professional position-related experience.

  OR

  Possession of a bachelor's degree from an accredited college or university.

  OR

  Possession of an associate's degree; and two (2) years of professional position-related experience.

  NOTE: "Professional experience" refers to work that is analytical, evaluative, and interpretive; requires a range of basic knowledge of the profession's concepts and practices; and is performed with the authority to act and make accurate and informed decisions.

  Salary:

• P16 (Step 1 $48,056)

  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.

• Candidate 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.