Management Assistant (Facilities Operations and Plant Management - Stratford)
Job no: 495096
Work type: Regular Full-Time
Location: Stratford, New Jersey
Categories: Administrative - Clerical, Professional
Provides general administrative and management support within the Facilities Operations and Plant Management Department. Coordinates office operations and activities and serves as liaison with various units and administrative offices throughout the University. Acts as the principal liaison within the Facilities Operations and Plant Management Department; responsible for timely follow-up of problems and questions, and maintains a log and documentation of same.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned as needed.
Plans and schedules the work of the department’s secretarial/administrative section to ensure maximum effective utilization of staff employees, equipment and materials within budgetary requirements.
Ensures timeliness of evaluations/probationary assessments, monthly reports, reports to outside agencies and ensures accuracy and timeliness for all documents received from staff personnel and agencies outside the University.
Responsible for personnel and confidential matters for the department; maintains time and attendance records, ensures timely completion of forms for Human Resources, Payroll, and other interdepartmental requests, as required.
Oversees the maintenance of department records and ensures that files and recordkeeping systems meet the needs of the department. Provides record keeping for all Facilities Operations and Plant Management Department’s financial, personnel, construction projects, time sheets, employee time and attendance and health and safety training.Generates registration forms for mandatory training for new employees, and annual training for existing employees within the department.
Handles payment fees, scheduling, inspection requirements and registrations for outside regulatory agencies. Procures the necessary authorization/monetary checks to satisfy above requirements.
Appropriately handles all incoming correspondences: time dependent material, coordination of meetings and, operational priorities, follows up with contractor issues for project work and other similar activities.
Composes correspondences, creates and maintains databases and spreadsheets and maintains appropriate files as required.
Coordinates fiscal procedures within the office, including budget implementation and control. Ensures that expenditures are in accordance with allocation of funds. Responsible for oversight of Purchase Orders and reconciles purchasing card for the department.
Maintains or oversees the department’s calendar. Handles travel and conference arrangements, travel reimbursement, etc.
Compiles and analyzes relevant data from a variety of internal and external sources for inclusion in reports or presentation materials. Responsible for preparing reports for presentation to various audiences. Prepares charts, graphs, or tables as necessary.
Analyzes and organizes office procedures and workflow of the office, and recommends improvements as necessary.
Oversees expediting and coordination of services such as maintenance, repairs, office supplies, equipment, and department’s mail; utilizes CMMS to accomplish same.
Understands and adheres to Rowan SOM compliance standards as they appear in Rowan SOM Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
Keeps abreast of all federal, state and Rowan University regulations, laws and policies as they presently exist and as they change or are modified that impact departmental protocols.
Interacts with persons of all ages in a diverse, multicultural environment with respect and consideration.
Performance must exhibit good customer service skills and teambuilding by cultivating and maintaining rapport with customers and co-workers.
Performs other related duties as assigned.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Bachelor’s Degree in Business Administration, Finance or a related field, plus one (1) year of professional experience involving the review, analysis and evaluation of organizational, and/or administrative practices in a business, government agency or educational setting required. Must be proficient in computer applications as required by department. Applicants may substitute experience as indicated for the educational requirement on a year-for-year basis. Note - related professional experience may be substituted in place of the degree requirement on a year-for-year basis, therefore to qualify under this substitution, applicants must possess at least five (5) years of related professional experience.
SALARY: Minimum is $47,814.13
NOTE: Only completed, online applications submitted on or before the deadline will be considered.
Advertised: Mar 31 2021 Eastern Daylight Time
Applications close: Apr 13 2021 11:55 PM Eastern Daylight Time