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A top 100 national public research institution, Rowan University offers bachelor’s through doctoral and professional programs in person and online to 22,000 students through its main campus in Glassboro, N.J., its medical school campuses in Camden and Stratford, and five others. The University has earned national recognition for innovation, commitment to high-quality, affordable education, and developing public-private partnerships. A Carnegie-classified R2 (high research activity) institution, Rowan has been recognized as the fourth fastest-growing public research university, as reported by The Chronicle of Higher Education. For more information on Rowan University, click here

All positions are contingent upon budget appropriations. 

Please send any inquiries to employment@rowan.edu 

Program Assistant-AS, Rowan-Virtua School of Translational Biomedical Engineering and Sciences

Apply now Job no: 499548
Work type: Regular Full-Time
Location: Glassboro, New Jersey
Categories: Professional

This full-time, permanent staff member provides administrative and fiscal support relating to graduate academic programs in the Rowan-Virtua School of Translational Biomedical Engineering & Sciences, exercises independent judgment and leadership, and maintains confidential and sensitive materials. The major role of this position is to provide support to the students and faculty in the School primarily to enable them to be successful and productive within our academic programs.

Responsibilities:

  • Understands, uses, and trains faculty on all Rowan online systems to support program operations – Banner, Banner 9, Works, 25Live, Concur, ProfsJobs, DegreeWorks, IRT Support Portal, Outlook, etc.

  • Assists in planning, coordinating, and conducting School, Department, and program events, orientations, and workshops.

  • Assists in developing program budgets, goals, objectives, policies, and procedures; manages and monitors budget allocations, invoices, and expenditures for operating, grant, revenue and other accounts; maintains accounting records; prepares financial reports, analyzes budgets, and coordinates relevant fiscal activities for the School.

  • Prepares reports, evaluations, proposals, and other documents necessary for funding and successful operation of the programs.

  • Process Non-PO’s and other reimbursements and tracks until completion.

  • Processes IRT orders in the IRT Service Portal and tracks to completion.

  • Supervises program/department student workers including (FWS, department funded, grant funded), training, scheduling time sheet approval, and payment.

  • Acts as the programs/departments’ timekeeper to ensure all students, faculty and staff submit timesheets in accordance with University policy.

  • Supports completion of travel requests and expenses for reimbursement with faculty, staff and students within Concur/University student travel forms. Schedules and coordinates visiting guests, speakers, and student itineraries.

  • Works with the Program Directors, Department Chairs/Heads, and Dean’s office to setup various staff meetings to discuss issues and questions and assists with solving administrative problems and makes recommendations for solutions.

  • Maintains current knowledge of policies and procedures for programs and departments including keeping all program and departmental records

  • Coordinates select activities with Budget and OSP for budget transfers, DCA’s, special program budget setup, etc.

  • Works with various other departments such as the Budget, Accounts Payable, Procurement Provost’s Office, Human Resources, OSP, and Advancement to ensure timely processing of all program needs.

  • Coordinates purchasing operations for programs and departments, including writing and completing Sole Source and Contract justifications, completing new vendor forms, entering requisitions, and ensuring invoices are paid in full.

  • Coordinates all program hiring and onboarding including transfer credit, I-9 completion, background checks, entering of job card in PageUp, assisting search committees when necessary.

  • Conducts recruitment activities and outreach and represents academic programs and the School with other colleges, high schools, vocational schools, public agencies, and employers.

  • Provides information and assistance to students, counselors, referral partners, agencies, and the community regarding specific programs, and explains program goals, admission criteria, activities, procedures, policies, and support services.

  • Interviews, assesses, and screens potential program participants according to established guidelines; assists in application processing, development of and coordination of the admission process and onboarding; coordinates the collection of documents for programs.

  • Maintains records of alumni, corresponds with alumni, and aids in graduation and thesis/dissertation defenses activities.

  • Coordinates and participates in the implementation of student retention strategies including self-advocacy, independence, and self-management.

  • Develops agreements and manages relationships with program support services and partners to maintain integrated support service systems for students in programs and coordinates and verifies information.

  • Solicits student progress reports and completes academic progress checks along with program director and notifies appropriate students at risk of probation to make required progress. Coordinates with Program Directors, Dean’s Office, and other School Departments in relation to these activities and appeal processes.

  • Coordinates class schedule information and facility use for specific programs.

  • Researches, collects, and complies information, including statistical and financial data from a variety of sources for the preparation and completion of various projects and special and periodic reports, including regular reports on progress towards objectives; organizes and maintains records management systems.

  • Provides administrative and clerical support for program as assigned by supervisor, including creating and maintaining confidential student files and records, maintaining personnel and payroll timekeeping records and information, greeting visitors, scheduling student meetings with program personnel, taking minutes of meetings, making travel arrangements, duplicating and office supplies needs, and related activities as needed.

  • Collegially interacts with faculty and staff both within and outside of the Rowan-Virtua School of Translational Biomedical Engineering and Sciences

  • Performs other duties to support all programs, Departments, and the Dean’s Office as assigned.

Education:

  • Graduation from an accredited college or university with a Bachelor’s Degree 

NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.

Four (4) years of professional position-related experience.

OR

Possession of a bachelor's degree from an accredited college or university. 

OR

Possession of an associate's degree; and two (2) years of professional position-related experience.

NOTE: "Professional experience" refers to work that is analytical, evaluative, and interpretive; requires a range of basic knowledge of the profession's concepts and practices; and is performed with the authority to act and make accurate and informed decisions.

Salary:

  • P16 (Step 1 $48,056)

Notes:

  • Rowan University is an Equal Opportunity Employer and values diverse people and abilities. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this position.
  • Candidate must be legally authorized to work in the US, and the University will not sponsor an applicant for a work visa for this position.
  • Only completed online applications submitted on or before the posted deadline will be considered.

SAME APPLICANTS: If you are applying under the NJ “SAME” program, your supporting documents (Schedule A or B letter), must be submitted with your application by the closing date indicated above. For more information on the SAME Program visit their Website at: https://nj.gov/csc/same/overview/index.shtml , email: SAME@csc.nj.gov , or call CSC at (833)691-0404.

Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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Program Assistant-AS, Rowan-Virtua School of Translational Biomedical Engineering and Sciences Glassboro, New Jersey

 

About Rowan University

A top 100 national public research institution, Rowan University offers bachelor’s through doctoral and professional programs in person and online to 22,000 students through its main campus in Glassboro, N.J., its medical school campuses in Camden and Stratford, and five others. Rowan University is home to eight colleges and nine schools. For more information on these colleges, please click here.

Now celebrating its Centennial, Rowan focuses on practical research at the intersection of engineering, medicine, science, and business while ensuring excellence in undergraduate education. The University has earned national recognition for innovation, commitment to high-quality and affordable education, and developing public-private partnerships. A Carnegie-classified R2 (high research activity) institution, Rowan has been recognized as the fourth fastest-growing public research university, as reported by The Chronicle of Higher Education.

Non-Discrimation at Rowan University

Rowan University celebrates diversity and is committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to age, ethnicity, race, religion, sex, gender identity or expression, genetic information, marital status, national origin, (dis)ability status, military status, and other NJ protected classes. Rowan University does not discriminate on the basis of sex in its educational programs and activities, including employment as required by Title IX. Rowan is committed to providing access, equal opportunity, and reasonable accommodation for individuals with (dis)abilities.

To request reasonable accommodation, contact Christy Mroz, Administrative Assistant, OEE@rowan.edu, 856-256-5494. Rowan strongly encourages applicants from underrepresented groups to apply. 

Pursuant to Title IX of the Education Amendments of 1972 and supporting regulations, Rowan does not discriminate on the basis of sex in the education programs or activities that it operates; this extends to admission and employment. Inquiries about the application of Title IX and its supporting regulations may be directed to the Assistant Secretary for Civil Rights, Office for Civil Rights, U.S. Department of Education, or to the University’s Title IX Coordinator, Office of Student Equity & Compliance, Rowan University, Hawthorne Hall, Suite 312, 201 Mullica Hill Rd, Glassboro, NJ 08028, titleIXcoordinator@rowan.edu, 856-256-5440.

For information on the Title IX Sexual Harassment/Sexual Assault policy and grievance procedures, please click here. 

More Information

Residency Requirements

Rowan University is subject to the residency requirements of the NJ First Act (N.J.S.A. 52:14-7, P.L. 2011, Chapter 70). Any person hired to a non-exempt position shall either have their principal residence in New Jersey or have one (1) year from the date of employment to establish, and then maintain, principal residence in the State of New Jersey. Any person hired to an exempt position shall either have their principal residence in New Jersey, Delaware, Pennsylvania, or New York or have ninety (90) days from the date of employment to establish, then maintain, principal residence in the State of New Jersey, Delaware, Pennsylvania, or New York.

Annual Security and Fire Safety Report

Rowan University is committed to assisting all members of the Rowan community in providing for their own safety and security. The Annual Security and Fire Safety Report is available on the Department of Public Safety website at: https://sites.rowan.edu/publicsafety/_docs/annual_security_report.pdf

If you would like to receive a hard copy of the Annual Security and Fire Safety Report which contains this information, you can stop by the Department of Public Safety Office, located at Bole Hall Annex, 201 Mullica Hill Road, Glassboro, NJ 08028 or you can request that a copy be mailed to you by calling (856) 256-4562 or 4506.

The report contains information regarding campus security and personal safety including topics such as: crime prevention, public safety authority, crime reporting policies, fire safety, disciplinary procedures and other matters of importance related to security on campus. The report also contains information about fire statistics in Rowan University Residential Facilities and crime statistics for the three previous calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by the University; and on public property within, or immediately adjacent to and accessible from the campus. This information is required by federal law, Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act or "Clery Act" and is provided by the Rowan University Department of Public Safety.