Secretarial Assistant 3-NS, Geography, Planning, and Sustainability (Internal Candidates Only)

Job description

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Rowan University is a Carnegie-classified Doctoral University (Moderate Research Activity) with approximately 19,000 students. Its main campus is located in Glassboro, N.J., 20 miles southeast of Philadelphia, with additional campuses in Camden and Stratford. The University comprises seven academic colleges and five schools—the William G. Rohrer College of Business; the Henry M. Rowan College of Engineering; the Colleges of Communication and Creative Arts, Education, Humanities and Social Sciences, Performing Arts, and Science and Mathematics; the Cooper Medical School of Rowan University; the Rowan University School of Osteopathic Medicine; the Graduate School of Biomedical Sciences; the School of Health Professions; and the School of Earth and Environment—with an Honors College that spans across disciplines. Rowan is one of two public universities in the country to offer M.D. and D.O. medical degree programs. The institution is also home to the South Jersey Technology Park, which fosters the translation of applied research into commercial products and processes. Rowan has been recognized as one of the top 90 public research universities and the 7th fastest growing research institution in the nation.

Rowan University is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. For the complete Rowan University non-discrimination and affirmative action policy see:

Secretarial Assistant 3-NS, Geography, Planning, and Sustainability (Internal Candidates Only)

Job no: 494168
Work type: Regular full time
Location: Glassboro, New Jersey
Categories: Administrative - Clerical


  • The Department of Geography, Planning, and Sustainability is seeking a full-time Secretarial Assistant 3 Non-Stenographic to provide direct administrative secretarial support to the Department Chairperson and serve as first point of contact for students, faculty, college personnel and prospective students and their parents. The Department offers 4 major degree programs and is launching a master’s degree. This position plays an integral role in ensuring efficiency, accuracy and professionalism in daily operations of the department. Possession of excellent organizational and inter-personal skills are necessary. In addition, the successful candidate must have knowledge of the Microsoft Office suite, including excel and mail merge functions, as well as knowledge of electronic filing of routine office documents.

Primary Duties/Responsibilities:

  • Operations
    • Perform administrative secretarial duties as delegated by the Department Chairperson, assuming and performing duties in his or her absence.
    • Perform all ordering functions for supplies, including classroom and lab supplies.
    • Organize and coordinate Department’s Senior Awards Banquet, other annual events and recruiting events.
    • Maintain a thorough and systemized electronic filing system that can be readily accessed by the Chair and faculty when they require specific information regarding the department.
    • Collect and maintain in the filing system syllabi from each of the department’s classes taught each semester.
    • Monitor the Department’s Geo Spatial Lab. The lab contains 12 computers, laserjet and color printers and large format plotter. Oversee repair of all equipment, troubleshooting any break downs in service or operation of the lab. Monitor and order supplies for multiple printers/plotter.
    • Coordinate master teaching schedule by compiling and assessing courses to be scheduled each semester.
    • Attend department meetings and take minutes.
    • Assist faculty in submitting textbook orders in a timely manner.
    • Maintain department bulletin boards and departmental promotional materials and decorations.
  • Finance & Budgets
    • Manage department’s financial accounts which includes approximately 12-15 grants. This involves overseeing the correct allocation of monies for equipment, travel, salary, outside contractors, student employment and other expenses, providing budget transfers to complete the process. Work closely with Office of Sponsored Programs.
    • Ensure timely and correct completion of travel request documents and travel expense vouchers for reimbursement.
  • Hiring and Personnel
    • Maintain department contracts in the Faculty Load & Compensation (FLAC) system. Familiarity with Section Tally is essential in identifying all adjuncts teaching, and any faculty in an OL status to ensure that they are correctly merged into Banner. Review and update the job detail screen for accuracy for each contract to ensure that every adjunct and overload faculty is being paid correctly for the correct number of credits, and contracts are ready for acknowledgement before the course start date.
    • Process faculty special assignment contracts, PT hourly & student assignment contracts.
    • Organize the classroom observations and student evaluations that are required by University policy for our adjuncts.
    • Interview, hire, and supervise student workers. Prepare contracts, supervise timesheets, schedules, and workload. Allocate clerical, laboratory and computer data duties to student workers.
    • Organize hotel, shuttle, and on-campus schedules for full-time faculty and staff searches, and other visitors.
  • Communication
    • Serve as contact person and liaison on administrative and academic matters for the department. Interact and assist students daily with any questions or concerns.
    • Answer routine inquiries from staff and faculty regarding departmental policies and procedures.

Required Experience:

  • Three (3) years of experience in secretarial and administrative clerical work.
  • NOTE: Successful completion of a clerical training program with a minimum of 700 classroom training hours or 30 semester hour credits in secretarial science from an accredited college or university may be substituted for one (1) year of the experience indicated above. Course work must include typing skills, methods, and procedures; other courses may include, but not be limited to, office procedures, word processing, and business English.
  • Eligibility and Consideration:

  • This position is currently available as a provisional promotional opportunity to current Rowan employees with one year of continuous permanent service in the Principal Clerk Typist title as of the closing date of this announcement and who meet the minimum qualifications as stated above.
  • Only completed internal applications submitted on or before the deadline from eligible candidates will be considered.
  • Salary:

  • Range A15
  • Advertised: Oct 17 2019 Eastern Daylight Time
    Applications close: Oct 31 2019 11:55 PM Eastern Daylight Time




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    Job No:
    Posted: 10/19/2019
    Application Due: 10/31/2019
    Work Type: