Program Assistant-AS, Student Government Association

Position Summary:

Under direction of the Associate Vice President for Student Life, the Program Assistant performs basic professional functions in the Student Government Association Office. The Program Assistant serves as the Office Administrator managing the daily operations of the Student Government Association Office and oversees financial matters in conjunction with student leaders in over 225 organizations. The Program Assistant maintains office records of student organizations, processes payroll for staff and student employees, orders and monitors office supplies, approves and monitors student organization fundraising initiatives in accordance with University policy, schedules appointments with SGA student leaders, and serves as a general resource for SGA and Leadership Rowan information.

Essential Functions/Percentage of Time Spent on Each:

Office Operations (40%)

• Adequately maintain all administrative files for SGA.

• Administer and coordinate all support services for the office of the Student Government Association.

• Effectively and efficiently maintain all operations for SGA including daily clerical functions, record-keeping and filing.

• Enact Security Procedures: Ensure the office is unlocked/locked, or card access system is working, when opening and closing the suite each work day. Lock (Windows L) your computer workstation prior to leaving the office for any reason. Lock personal file drawers where sensitive or confidential information is stored when the office is closed. Lock the lateral file drawers where student organization accounting records are kept when the office is closed.

• Mail Distribution: Retrieve all SGA and student organization mail from the Rowan Mailroom. Take outgoing mail to the Mailroom at least once per day. Distribute mail to student organization mailboxes upon receipt. Maintain package log and secure items in locked storage cabinets when the office is closed.

• Maintain Office Inventory: Effectively track usage and need for office inventory including materials, supplies, and equipment. Order new inventory and oversee dispensation of inventory. Encourage staff and student leaders to be cost-conscious in their use of supplies and inventory. Keep informed about the University copier program and related policies, procedures, and billing. Work with Information Resources on computer lifecycle replacements, if available.

• Provide PROFound Service: Must be able to multitask and work in a fast-paced environment, while handling multiple assignments at a given time. Ability to prioritize daily work tasks and manage multiple tasks in an efficient and effective manner. Ensure accurate information is provided and respond to requests in a timely manner.

Financial Operations (40%)

• Successfully process all financial paperwork for student organizations, including departmental charge authorizations, non-PO payment requests, purchase orders, service contracts, travel requests, vendor requests, et. al.

• Timely and accurate depositing of funds, check processing and account balance verification.

• Maintain 5 or more purchasing card accounts accurately and efficiently.

• Process orders for SGA and student organizations using Gourmet Dining eCater, Rowan University Print Center, ProConnect, Amazon Business, Office Depot, and other preferred vendor accounts as authorized by the University before seeking third-party sources.

• Pick up and disperse checks from Accounts Payable for vendors and student organizations in a timely fashion.

• Keep the SGA safe secure and monitor contents.

• Keep a local record of account balances and transactions (currently in Anthology Engage - “ProfLink”) and regularly reconcile with Banner finance records.

• Prepare monthly audit reports.

• Assist in collecting vehicle fees from organizations and departments.

Maintain Student Organization Records (10%)

• Receive and process various applications, documents, forms, and other paperwork from and for student organizations.

• Oversee student organization fundraising:

  • Issue fundraising permits to organizations prior to engaging in fundraising on campus.

  • Record and track fundraising permits.

  • Collect monies from student organizations and accurately record cash and check funds received.

  • Complete deposits each day funds are received according to established policies and procedures.

Scheduling and Attending Meetings (5%)

• Reserve rooms and obtain event approvals for SGA meetings and events.

• Manage space requests for SGA Conference Room and Club Hub.

• Attend SGA meetings (such as weekly Executive Committee or bi-weekly Senate meetings) when requested.

• Assists in maintaining minutes for any meeting as requested.

• Schedules meetings for SGA president or other Executive Committee members and others on campus when requested.

• Assist in verifying the Executive Committee's attendance at meetings and adherence to scheduled office hours.

• Attend staff meetings and individual supervisory meetings as scheduled.

• Attend Division of Student Life retreats and other events as scheduled. Assist with the large-scale programs and services delivered by Division as requested.

Supervise Student Employees (5%)

• Assigns and monitors the work of part-time and/or student workers as required.

• Complete and approve departmental time entry for student workers.

Other Functions:

• Establishes liaison and maintains cooperative working relationships with other staff or areas whose functions impact on assigned responsibilities.

• Assists in the development of training programs for students, staff, and others.

• Consults with the supervisor on a regular basis to discuss progress, identify problems, and effect resolutions.

Minimum Job Requirements:

Education:

Graduation from an accredited college with a Bachelor's degree.

Knowledge and Abilities:

• Knowledge of the principles and techniques essential to the performance of assigned responsibilities.

• Ability to acquire knowledge of college policies and procedures.

• Ability to comprehend, interpret, and apply established law, regulations, policies, procedures, precedents, and guidelines.

• Ability to provide guidance and instruction in the use of assigned equipment.

• Ability to establish and maintain cooperative working relationships with other offices or organizations whose functions impact on assigned responsibilities.

• Ability to gather and compile materials for publication.

• Ability to assign and monitor the work of other employees.

• Ability to represent the college at conferences, meetings, and seminars.

• Ability to prepare clear, technically sound, accurate, and informative reports containing findings, conclusions, and recommendations.

• Ability to prepare correspondence.

• Ability to maintain essential records and files.

• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position.

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.

Preferred Job Requirements:

Experience:

Three (3) years of experience in work involving the processing of technical clerical work that involves independent interpretation of rules, regulations, policies, and procedures.

Specific Skills:

• Ability to work in a stressful environment and with great attention to detail.

• Demonstrated administrative skills.

• Sensitivity to and awareness of the needs of a diverse student population.

• Strong interpersonal, analytical and organization skills; and conflict resolution skills.

• Excellent oral and written communication skills and expertise in budget management.

• Technology: Working knowledge of Microsoft Excel, Outlook, and Word. Experience with (or ability to learn) Banner and ProfLink Finance (Anthology Engage).

Supervisory Responsibility, if any:
Supervises Clerical Assistant student employees.

Working Conditions:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Can this position be performed remotely? If yes, what percentage of the duties can be performed remotely?

This is a 100% in-person, on-campus role. If needed, in emergency situations, this position can be performed remotely. When the SGA Office is open, the Associate Vice President for Student Life, Financial Assistant, Program Assistant, and Graduate Coordinator will arrange physical office coverage together.

Salary:

• P16 ($49,738-$56,485)

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.
• Only completed online application submitted on or before the deadline will be considered.
• 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.
• All positions are contingent upon budget appropriations.

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.