Job no: 495998
Work type: Regular Full-Time
Location: Sewell, New Jersey
Categories: Administrative - Clerical, Professional

Program Coordinator, Office of the Dean, School of Veterinary Medicine

Position no: 310006
Work type: Regular Full-Time
Location: Glassboro/Sewell, New Jersey
Categories: Program Coordinator, Pclass WZ686, HPAE Union

SUMMARY:

Under direction of the Dean of the School of Veterinary Medicine (RUSVM), provides programmatic, administrative, human resources, and fiscal support services for the Office of the Dean to maximize efficient workflow. The person in this position assists in the development and planning of all programmatic activities and assists in coordinating office operations including special projects. The ideal candidate has extensive knowledge of data collection and reporting, and database management related to performance metrics, operations, and accreditation.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Assist in managing the RUSVM Office of the Dean, and provide assistance to RUSVM administrative leadership.
• Exercising discretion, applies informed independent judgment to manage the Dean’s calendar.
• Maintain school documents and policies developed through the Dean’s Office, facilitating their updating, safe-keeping, and confidentiality.
• Create, edit and update various school databases including extensive confidential, faculty-related data for accreditation of the school.
• Set up symposiums and retreats for the school.
• Schedule meetings, develop meeting materials as needed, record, format and distribute meeting minutes at meetings of the Dean’s Council and RUSVM Advisory Council.
• Assist in the coordination of AVMA COE Accreditation Site visits.
• Preparation, organization and maintenance (including electronic and hard copy) of all documents needed for continuous AVMA COE accreditation.
• Coordinates and maintains the school calendar, handbook, and program catalog.
• Serves as a liaison between the department and other administrative units such as Purchasing, Accounts Payable, Human Resources and Information Services and Technology.
• Works with various other departments that include the President's Office, Provost's Office, and Advancement on plans and issues.
• Assist in implementation of administrative procedures to help achieve organizational goals.
• Follow up on decisions and/or directives of the Dean to ensure implementation and/or completion.
• Initiate oral and written responses to inquiries.
• Prepare correspondence and maintain essential records and files.
• Assists in the planning of events, including reserving rooms/space on campus, setting up virtual event spaces, coordinating with panelists and participants, and marketing events.
• Communicates essential administrative procedures and policies to secretarial and support staff in the School.
• Create presentations and documents utilizing extensive grammar, spelling and formatting skills.
• Maintains a schedule of appointments and the daily engagement calendar of the Dean and Dean’s immediate staff.
• Makes necessary arrangements for speaking engagements, travel arrangements, and for hearings, conferences, and meetings.
• Prepare academic and clinical affiliation agreements in collaboration with other internal and external stakeholders.
• Maintains mailing lists and makes required revisions thereto.
• Participate in search committees, as needed, for directors, managers, et al.
• Supports administrative assistants in other offices at RUSVM by advising, orienting them, and providing development.
• Enter confidential and personal veterinary medical school faculty information into Rowan University’s RIMS system.
• 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; obtains pertinent material from the files and from other sources and puts it into usable form for the review and use of the Dean.
• Maintains confidential personal correspondence and other records and files.
• Initiates and oversees collection of appointment recommendation forms and completes hiring paperwork and compensation database management.
• Maintains or assists in maintaining department accounts, expense reports, monitoring expenditures, and ensuring compliance with budgets.
• Conduct research, gather information, and create reports for the Dean, related to operations, performance metrics, and special projects.
• Act as liaison for Dean’s office with internal units, such as the President's Office, Provost's Office, University Advancement, and Facilities.
• Coordination of correspondence from the Dean’s office, including those of a confidential nature or relating to personnel issues.
• Assists in maintaining campus accounts, monitoring expenditures, and ensuring compliance with budgets.
• Prepares and/or compiles special reports, monthly reports, meeting minutes, and other related reports within prescribed guidelines.
• Keeps abreast of all federal, state, and Rowan University regulations, laws, and policies as they presently exist and as they change or are modified.
• Assists in the management of the RUSVM budget, keeps track of purchases, sets up vendors, when necessary, creates service agreements, and completes purchasing of supplies and services needed for the School.
• Perform other duties, responsibilities, or special projects as needed for the Office of the Dean.

QUALIFICATIONS:

The requirements listed below are representative of the knowledge, skills, and or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• Graduation from an accredited college or university with a bachelor’s degree; MBA highly preferred.
• Minimum of seven years of administrative experience working in higher education; graduate and advanced professional preparation programs, preferred.
• Prior experience with data collection and reporting necessary for accreditation.
• Experience with database management.
• Documented experience in contract preparation necessary for clinical and academic affiliation agreements.
• Ability to prepare 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.
• Ability to organize work, sometimes of a confidential nature, which may entail the oversight of clerical employees.
• Ability to work in a fast-paced, multifaceted environment and to engage in new projects on short notice.
• Effective analytical, organizational, writing, and speaking skills.
• Advanced knowledge of academic/clinical affiliation agreements and memorandums of understanding.
• Advanced knowledge of Word, PowerPoint, Excel, Google cloud-based software (Drive, Docs, Sheets, Slides, Forms) Zoom, WebEx, project management tools and online databases and resources.
• Experience with University systems: Banner, COGNOS, PageUp, and Tableau; highly preferred.
• Ability to maintain confidential, follow-up, fiscal and other records and files.
• Strong project management skills including coordination and successful completion of multiple projects with competing deadlines while maintaining flexibility and adaptability.
• Able to prepare presentations independently for internal and external stakeholders.
• Enthusiastic attitude, optimistic and team-oriented.
• Must be able to communicate, interact and work effectively with students, faculty, staff and all external constituencies.

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.

Advertised: Jan 20 2022 Eastern Standard Time
Applications close: Feb 3 2022 11:55 PM Eastern Standard Time