What are the responsibilities and job description for the Managing Administrative Assistant, Rowan Online position at Rowan University?

Managing Administrative Assistant, Rowan Online

Job no : 500326

Work type : Regular Full-Time

Location : Glassboro, New Jersey

Categories : Professional

Join the Team Driving Innovation at Rowan Online!

Rowan University is seeking a dynamic and highly organized Managing Administrative Assistant to become a key player in an exciting new division : Rowan Online . This is your opportunity to be on the ground floor, working alongside visionary leaders and helping shape the future of online education at Rowan.

In this pivotal role, you'll serve as the confidential assistant to the CEO of Rowan Online , while also providing critical administrative support to the broader division. As the first point of contact for the Rowan Online team, you'll be at the heart of our mission to enhance the online learning experience and engage with the broader University community.

What You'll Do :

Be a Strategic Partner - Collaborate closely with Rowan Online's leadership team and University executives to manage the division's daily operations.
Own Complex Operations - Lead and manage high-level administrative processes, including overseeing financial transactions, developing budgeting procedures, and ensuring compliance with financial policies.
Build Connections - Serve as the face of Rowan Online for internal and external stakeholders, fostering relationships across campus to support our growing division.

Why Join Us?

This is more than just an administrative role - it's a chance to help build and grow a forward-thinking division from the ground up. If you're a proactive problem-solver, detail-oriented, and excited about working in a fast-paced environment with big ideas, we want to hear from you!

Rowan Online

Rowan Online is charged with advancing the mission of Rowan University by providing students and faculty with the best possible support and service while ensuring a top-quality online learning environment, facilitating instructional excellence, and pledging to uphold the University expectations of academic rigor.

We are determined to establish and maintain a reputation of excellence among our students, faculty, and staff. To this end, our staff endeavors to set the bar in online instruction and technology amongst the greater Rowan community.

This position is part of a culture that is characterized by consummate professionalism, an exemplary work ethic, and a focus on service. We foster a team-oriented and collaborative environment. Within the Division, you'll contribute to and shape this culture through your knowledge, talent, unique perspective, and attitude. You'll also represent it to the numerous colleagues, supporters, and other stakeholders throughout the University Community with whom you'll interact on a daily basis.

Responsibilities :

Calendar Management - Maintain and organize the CEO's calendar, coordinating and scheduling a high volume of internal and external appointments including meetings with division staff, the University President, senior leadership, deans, corporate leaders, and business contacts. Prioritize and manage time effectively to ensure optimal use of the CEO's schedule.

Communication - Manage and respond to incoming calls, emails, and correspondence. Draft, edit, and proofread documents and correspondence as needed. Serve as the primary point of contact.

Administrative Support - Process invoices, purchasing card expenses, travel arrangements, expense reports, conference registrations, and subscription renewals. Monitor and reconcile departmental budgets as needed and handle general administrative tasks, such as copying, filing, and ordering business supplies. Assist in the preparation and distribution of internal communications. Provide front-desk coverage by managing a busy, multiline phone system, greeting guests, managing incoming / outgoing mail and shipments, and maintaining an organized, clean office environment.

Additional duties include :

Provide assistance with interview scheduling and on-boarding of newly hired team personnel reporting to the CEO including processing associated documentation and ordering equipment and supplies.

Draft meeting materials and correspondence when necessary.

Proof letters and other documents requiring the VP's signature.

Attend certain events and other functions and activities occurring at night / weekends when necessary.

Other duties as assigned.

About You :

If you are an outstanding candidate for this role, you are a professional eager to make your mark in higher education. You're a relationship builder; you possess the stature and interpersonal skills to meaningfully engage the University's diverse leaders, alumni, students, volunteers, and faculty in a manner that generates excitement, inspires action, deepens commitment, and increases support. You have the proven ability to strategically and effectively navigate within a multifaceted organizational environment. You are a transparent and collaborative team member who thrives in a workplace that values diversity, creativity, innovation, and a "let's figure it out and get it done" spirit.

As a valued and depended upon member of the Rowan Online team, you will :

Lead with your integrity; your word is impeccable.

Be a caring, reliable, and highly supportive teammate.

See every day as an opportunity to grow and learn and enjoy helping others do likewise.

Derive satisfaction in supporting and empowering your teammates and inspire others to do their best.

Thrive in an atmosphere of accountability.

Communicate clearly and do what you say you will do.

Exude positivity and be slow to ascribe negative motivation to your colleagues' actions.

As a professional, you have :

Excellent "soft skills" and the ability to communicate effectively both in writing and verbally.

Excellent customer-service mindset, judgement, and creative problem-solving skills.

Impeccable organizational skills with ability to multi-task, prioritize, and succeed in a fast-paced work environment.

Strong attention to detail, accuracy, and follow-up skills.

Adaptability and ability to continually reprioritize and meet required deadlines.

Proven professional experience as an administrative assistant or office manager.

Strong knowledge of office management systems and procedures.

Strong interpersonal skills and a positive, upbeat, and professional personality capable of effective interaction with staff, leadership, board members, business leaders and donors.

Qualifications : Required :

Bachelor's degree preferred; associate's degree is required; additional qualifications as an administrative assistant will receive consideration.

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Experience with enterprise-wide systems (e.g., Banner Finance, CRM, database management).

Proficiency with electronic signature solutions such as Adobe Sign and DocuSign.

Aptitude for learning new software and systems.

Starting Date : As soon as possible.

Salary :

Rowan University offers a competitive compensation and benefits package, including tuition remission for qualified employees.

General Info :

This is a full-time Monday-Friday position. The salary is competitive and commensurate with experience and qualifications. Determinations regarding this position's potential flexible work options will be considered in adherence to applicable policies and subject to approval by Human Resources.

Advertised : Mar 4 2025 Eastern Standard Time

Applications close : Mar 18 2025 11 : 55 PM Eastern Daylight Time

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