Operations Coordinator (PSS4-AS), College of Science and Math Dean's Office
Location: Glassboro, New Jersey
Internal Number: 495698
This position is responsible for assisting the Dean in matters related to day-to-day operations and operational planning. The Dean’s Office must be staffed Monday - Friday from 8:30am - 4:30pm. This position reports directly to Dean.
Initiates and oversees collection of appointment recommendation forms and completes hiring paperwork and compensation database management.
Maintains policies developed through the Dean’s Office and ensures other departments are maintaining the same policies.
Works with various other departments that include the President's Office, Provost's Office, and Advancement on plans and issues.
Assists in various events specific to the College of Science & Mathematics. Some of these events include the Dean’s Outstanding Senior Awards, Dean’s Distinguished Speaker programs, Commencement, and more.
Maintains and oversees filing of personnel related documents, including the timely preparation and dissemination of contracts to contingent faculty.
Oversees faculty schedules and maintenance of compensation database
Reviews, sorts, and routes incoming correspondence.
Personally prepares letters on routine matters which may or may not be signed or reviewed by the Dean or Dean’s staff.
Obtains pertinent material from the files and from other sources and puts it into usable form for the review and use of the Dean.
Assists the Dean by providing information to those requesting it.
Communicates essential administrative procedures and policies to secretarial and support staff in the College.
Maintains a schedule of appointments and the daily engagement calendar of the Dean and Dean’s staff.
Prepares agenda of meetings and types and/or supervises the typing of minutes of meetings from notes.
Makes necessary arrangements for speaking engagements, travel arrangements, and for hearings, conferences, and meetings.
Maintains mailing lists and makes required revisions thereto.
Maintains confidential personal correspondence and other records and files including a follow-up file.
May be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
Assists the Budget Coordinator in tracking payments and reimbursements.
Ensures that office equipment is functional and arranges for maintenance and repair
Oversees the purchase and stocking of office supplies
Provides administrative support to the Dean and the Dean’s staff
Graduation from an accredited college or university with a Bachelor's degree.
One (1) year of professional-level, position-related experience, preferably in higher education.
Knowledge of modern office routines, procedures, and practices, and their application to specific situations.
Knowledge of standard software platforms for word processing, spreadsheet development, and online databases and resources.
Ability to communicate and interact in a cordial, professional manner with faculty, staff, students, and members of the public.
Capability to multitask, work in a fast-paced environment, be forward thinking, and adaptable to change
Ability to read and interpret department regulations, programs, standards, and procedures.
Ability to type correspondence and reports, often of a complex and difficult nature, rapidly and accurately.
Ability to act in a confidential support role for the Dean and Dean’s staff to relieve him/her of office detail.
Ability to organize work, sometimes of a confidential nature, which may entail the oversight of clerical employees.
Ability to use correct English, to spell correctly, and to use correct sentence and paragraph structure.
Ability to effectively communicate with visitors, schedule appointments, and process requests for information in accordance with established procedures.
Ability to take minutes of meetings, conferences, and hearings and transcribe them into authoritative form.
Ability to maintain confidential, follow-up, fiscal and other records and files.
Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position
Range 18 (Step 1 = $48,767)
Only completed, online applications submitted on or before the deadline will be considered.
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.
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.