Administrative Assistant, Office of Student Success - Shreiber School of Veterinary Medicine

Work type: Full-Time

Location: Glassboro, New Jersey

Categories: School of Veterinary Medicine

Hourly Rate: $25.98 - $27.40

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).

• 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 reconciles 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.

• 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 Page Up; highly preferred.
• Advanced knowledge of Word, PowerPoint, Excel, Google cloud-based software (Drive, Docs, Sheets, Slides, Forms) Zoom, Web Ex, 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.

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