Program Assistant-Administrative Services, CMSRU Office of Medical Education
October 11, 2018
Camden, New Jersey
Job Duties Cooper Medical School of Rowan University (CMSRU) Office of Medical Education (OME) Program Assistant:
Serves as the principal assistant on administrative matters for the CMSRU OME to include researching, writing, reviewing and editing a range of materials including reports, presentations, spreadsheets, and correspondence for the OME in addition to preparing and maintaining accurate departmental files in traditional and electronic formats.
Provides administrative support to the Associate Dean for Medical Education, manages the calendars of managerial staff members, and arranges travel.
Supports the OME through the utilization of the various departmental database systems.
Liaisons with other CMSRU and Rowan departments to conduct the daily operations of the office and develop strategies for projects to ensure they are planned and executed in a timely manner.
Collects data for and supports the preparation of the annual budget for the three budget areas under the OME; coordinates day-to-day activities related to the budget in the OME like preparing invoices, entering information in Banner, and preparing reports as requested.
Processes and/or supervises the ordering of departmental supplies and educational materials.
Keeps currently informed of new and revised personnel policy statements, regulations, directives, and other communications published by the Rowan University Office of Human Resources and develops plans and procedures for implementation of such communications.
Conducts and/or arranges for appropriate new employee orientation, office set-up, and supplies.
Serves as the Departmental Timekeeper for Payroll and maintains a departmental time out calendar; coordinates the collection of data and preparation of administrative and informative reports in support of program activities.
Expedites and coordinates services such as maintenance, repairs, supplies, and mail.
Maintains and supports departmental Standard Operating Procedures, regulations and policies as required within the Office of Medical Education related to accreditation, CMSRU policies and By-Laws. Assists in the implementation of administrative procedures to help achieve departmental and organizational goals, tracks and maintains the grade appeal process.
Supervises the departmental Clerk Typists, meeting regularly to give direction, communicate on active tasks, and deliver required performance management reviews per Rowan University HR guidelines.
Plans, schedules, and/or attends meetings and conferences as directed, and prepares reports thereon; maintains invitation lists, orders catering, reserves and sets up event space, and registers guests when appropriate.
Plans, schedules, and attends meetings of the Academic Standing Committee, and prepares reports thereon; prepares routine correspondence and maintains confidential files detailing actions and decisions of the Academic Standing Committee.
Oversees the plans, schedules, and attends meetings of the Curriculum Committee and the subcommittees as necessary when the clerk typists are unavailable, supervising the preparation of minutes and other documentation processes on Blackboard and other methods to support accreditation requirements.
Supports the development of the Medical Student Performance Evaluation (MSPE).
Develops and maintains reports and documentation for the CMSRU Peer Tutoring program in conjunction with Director of Curriculum and Student Development.
Supervises the maintenance of essential Peer Tutoring records, tutor time sheets, and files.
Performs additional related duties or special projects as assigned.
Graduation from an accredited college or university with a Bachelor's degree.
Graduation from an accredited college or university with a Master's degree.
Previous experience with Banner Finance
Experience successfully working on multiple projects simultaneously
Experience in higher education, business or a government agency providing support services and/or coordinating work activities including general accounting/bookkeeping skills
Strong organizational skills
Proficiency and/or extensive knowledge of Microsoft Office Suite products with the ability to create and/or modify Word, Excel and PowerPoint documents and handle Outlook mail
Strong ability to perform detailed work with a high degree of accuracy in a deadline-driven, complex environment
Effective time management skills and ability to work as part of a team
Ability to work independently, take initiative, and meet deadlines
Exceptional verbal, written and interpersonal communication skills
Strong interpersonal, analytical, organizational, and conflict resolution skills
Expertise in budget management and development of appropriate reports
Ability to read, analyze and interpret documents, budgets, and contracts
Ability to respond to sensitive issues
Only completed, online applications submitted on or before the deadline will be considered.
Completed application packages must include a resume and cover letter.
Internal Number: 493254
About Rowan University
A leading public institution, Rowan University combines liberal education with professional preparation from the baccalaureate through the doctorate. Rowan provides a collaborative, learning-centered environment in which highly qualified and diverse faculty, staff, and students integrate teaching, research, scholarship, creative activity, and community service. Through intellectual, social and cultural contributions, the University enriches the lives of those in the campus community and surrounding region.