Job Title:         Administrative Assistant

Department:   Communication & Marketing

Facility:           Virtua Health College

Reports to:      Director, Communication and Marketing

SUMMARY:

The person holding this position is the Administrative Assistant to the Marketing and Communication Department of Virtua Health College of Medicine & Life Sciences of Rowan University (VHC). The department oversees digital and print communication materials, email and newsletter communication, advertising, events, and media relations for all of the schools that fall under VHC.

The Administrative Assistant handles confidential information about the institution and divisional budgets, including VHC budgets, mass communications, initiatives, special events and projects. The person will also work closely with colleagues in the offices of VHC deans, facilities, Rowan Medicine, and offices across campus. This position includes occasional work in the evenings and weekends.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Budgets

• Manage the budgets/accounts of VHC Communication & Marketing
• Perform budget reconciliation monthly, including fiscal year end closing against purchase orders and invoices.
• Maintain excel spreadsheets of all expenses and track expenditures in distinct categories (e.g., corporate sponsorships, advertisements by subject).
• Coordinate the subscriptions and membership renewals, travel requests and expense reports for department staff.

Marketing Initiatives

• Act as liaison with external vendors (including signage and apparel vendors) and community organizations.
• Process payments/invoices for advertisements and/or sponsorships with business and community organizations the university supports.
• Coordinate schedules for departmental functions and dean’s office priorities.
• Process contracts made with advertising/marketing agencies and freelance specialists providing services to the institutions (e.g., photographers, videographers, writers).
• Assist with travel, technology support requests to IRT, office equipment orders, special events.

Communications

• Intake requests for campus and college-wide emails and lay them out for review.
• Provide proofreading services on newsletters and mass emails.
• Receive calls from the media and redirect them depending on the urgency and subject matter.
• Help director prepare briefing documents, reports and presentations.

Special Events

• Work with department events colleague to set-up for special announcements and events.
• Assist with setting up travel for events colleagues in department.

Administrative Assistant

• Responsible for appointment calendar and conference call scheduling for department director with the ability to prioritize time sensitive and executive level meetings while maintaining confidentiality and sensitivity of topics.
• Organize and maintain department marketing/collateral supplies, keeping an accurate inventory and ensuring materials are readily available for departmental needs.
• Answer and direct incoming calls.
• Coordinate and schedule meetings.
• Perform electronic data searches.
• Draft correspondence as necessary.
• Review incoming mail and distribute to office staff.
• Reconcile monthly transactions for department credit card purchases.
• Submit all work orders for staff and building issues.
• Daily use of Microsoft Outlook, Google Suite (Docs, Sheets, Slides, Forms), Excel and Word.
• Act as a proxy for RIMS, CONCUR, Bank of America.

Other duties as assigned by the director.

EDUCATION and/or EXPERIENCE:

Associates Degree plus two (2) years of administrative / secretarial experience. Additional related experience may be substituted for the degree on a year-for-year basis.