Summary

This position will serve the Center for Research and Education in Advanced Transportation Engineering Systems (CREATES), including the ITS Division within CREATES. The position will be cross trained to assist with outreach, marketing, and fiscal operations as assigned by the CREATES Finance and Administrative Supervisor, along with any additional administrative requests from the Center Director.

CREATES is actively engaged in outreach activities that lead to partnerships with organizations and corporations requiring fiscal and administrative support.

Under the direction of the Finance and Administrative Supervisor, and with guidance from the Center Director, this position will primarily be responsible for coordinating marketing and outreach programs and providing administrative support for the CREATES Center. The major role of this position is to support faculty, staff, and students associated with CREATES, enabling them to achieve their educational and research goals and to successfully advance the CREATES Center’s mission.

Primary Duties and Responsibilities

• Provides direct support to Directors, Fiscal Supervisor, external partners, project investors, research scientists, associated CREATES Faculty PIs, lab managers, staff, HVS technicians, Asst Research Professors, postdoctoral fellows, Graduate Fellows and student Interns of the CREATES Center
• Serves as the main point of contact for all external visitors and constituents to the CREATES Center
• Processes and follows up on decisions and/or directives from CREATES senior staff to ensure timely implementation and completion
• Coordinates marketing and outreach programs, workshops, summer internships, and residential learning Transportation Institutes
• Schedules all meetings, including staff meetings, advisory board meetings, group meetings, one-on-one meetings, visitors, virtual meetings, and teleconferences for CREATES personnel
• Serves as the main point of contact for the National Summer Transportation Institute (NSTI) residential program; assists with curriculum development, materials creation, scheduling, recruitment, hiring committee support, and drafting proposals and reports
• Assists in the preparation and distribution of CREATES materials, both incoming and outgoing
• Assists with the Residential Cadet Program, including organization of housing, meals, and onboarding
• Serves as the main point of contact for the Cadet Internship Program; assists with scheduling, housing, materials, and procurement
• Develops promotional materials for the CREATES Center and outreach programs
• Develops publication materials by working closely with University Publications and the Assistant Dean for Strategic Initiatives; drafts, edits, prints, and distributes event flyers, technical briefs, grant fact sheets, Rowan Today articles, and website content
• Plans, schedules, and markets technology transfer workshops using Webex; compiles survey results and distributes Professional Development Hour certificates
• Supervises a website editor, providing content and oversight to ensure execution and follow-through; drafts and distributes the quarterly newsletter
• Works with the Budget Supervisor to support new personnel, associated faculty, postdoctoral fellows, and staff for Center initiatives; assists with delegated fiscal tasks for multiple grants, private, FFS, and operating funds
• Hires and onboards all CREATES personnel, including staff, technicians, visiting personnel, postdoctoral fellows, graduate fellows, and undergraduate student fellows
• Assists with Fee for Service and external private contacts invoicing and tracking.
• Fulfills Timekeeper responsibilities for CREATES, ensuring timely submission of Web Time Entry for all students, student workers, and staff
• Assists with CREATES-specific events, including TRB, symposiums, conference travel, hosted workshops, visits, presentations, and Junior–Senior Engineering Clinic final presentations
• Processes requisitions, reimbursements, independent contracts, IRT orders, and supply orders; tracks all items to completion
• Updates and maintains budget spreadsheets and tracks purchasing activity across grants, operating, private, and FFS funds; develops new spreadsheets as needed
• Assists CREATES staff, affiliated CREATES faculty, and students with Concur travel, travel arrangements, and documentation, assists with procurement for grant Research, Outreach and any CREATES expenditures needed.
• Reviews and maintains CREATES policies and procedures for laboratory and administrative best practices
• Works with University entities including the President’s Office, Provost’s Office, Deans’ Offices, Research Office, SJTP Park Office, Budget Office, Advancement, IRT, and Facilities
• Maintains and interprets departmental policies and procedures and retains all departmental records
• Performs other duties as assigned by the Fiscal Supervisor and Center Director
• Assists the Budget Supervisor in advising PIs on grant budgets, fund availability, encumbrances, allocations, and procurement requirements
• Follows up on CREATES senior staff decisions to ensure completion

Experience Requirements

The ideal candidate will have prior administrative experience, strong communication and organizational skills, and the ability to collaborate effectively with a dynamic team.

Required:

• Strong computer skills, including proficiency in Word, Excel, Outlook, OneDrive, and Google Drive
• Excellent oral and written communication skills. Draft clear, concise, and professional emails
• Effective analytical, organizational, conflict resolution, and communication skills

Preferred:

• Demonstrated experience supporting faculty, staff, and students
• Knowledge of Rowan University accounting and finance procedures, including Pro-Connect, Banner 9, Banner Self-Service, including Website editor, Banner, Banner 9, Rowan Works, Concur, ProfsJobs, IRT Support Portal, Outlook, Google workspace shared drives, Microsoft and related platforms
• Experience interpreting and applying University, State, and grant regulations and guidelines
• Budget knowledge, using tracking, monitoring, identifying and reviewing how funds are spent used, planned and reallocated.

Education & Experience

• Bachelor’s degree or equivalent combination of education and experience

Requirements 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 and Benefits:

• In compliance with The State of New Jersey's Pay Transparency Act, the annual base salary range for this position is CWA: Range 16 ($51,479.83-$53,807.29), with placement within the range determined by candidate's qualifications, professional experience, internal equity, and other factors." 
• For eligible employees, benefits include: comprehensive NJ State health, dental and retirement benefits, extensive accrued time off/paid holidays, and tuition reimbursement for employee, spouse, and dependents to attend Rowan University, Glassboro. (Tuition reimbursement will apply to undergraduate degrees only for spouse and dependents). 
• For more detailed information, please visit: https://sites.rowan.edu/hr/benefits/  

Notes:

• 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. 

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.