SUMMARY 

Provides diversified administrative support within the department. Exercises discretion and independent judgment. Coordinates projects, correspondence, and reports. Able to think critically and independently to solve first line issues within the NMI Administrative Office.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Provides direct administrative support to the Department Chair(s), Vice Chair & Director including:
  • Calendar management
  • Logistical support for meetings including invites, securing locations, preparing presentations, distributing agendas and minutes
  • Regular department wide communications
  • and special projects
• Serves as the Main Scheduler, and ultimate responsible party, for the department in all appropriate software systems:
  • Ensures all departmental responsibilities are covered (Clinical + Educational)
  • Maintains time & attendance records for all faculty
  • Reviews and approves faculty time off requests via electronic Google platform and coordinates with appropriate staff to ensure schedules are blocked accordingly
• Prepares and distributes annual report and monthly Chair’s report.
• Drives Annual Evaluation season:
  • Ensures all direct reports of the Department Chair(s) have completed evaluation documentation for annual evaluation
  • Collects productivity metrics and relevant feedback ahead of review
  • Sends completed documentation to Faculty Affairs
• Maintains confidential personnel files and correspondence for faculty. Responsible for keeping all faculty files up to date including but not limited to:
  • CDS
  • DEA
  • Medical Licenses
  • Malpractice Face Sheets
  • Credentialing
  • Required Trainings
  • CVs and Biosketches
  • Annual Ethics and Outside Activity Forms
• Provides administrative support to all faculty members for the processing of necessary financial documents including travel and CME reimbursement. This also includes assisting with travel arrangements and reimbursement via Concur or an appropriate platform.
• Serves as faculty liaison between internal and external departments such as:
  • Vendors, customers, professional societies
  • Purchasing, HR, IST, Payroll
• Assists with the coordination of faculty hires, reappointments and terminations for the department:
  • All required documents
  • Orientation & Onboarding Schedule
• Serves as finance point of contact for the Central Admin Office including:
  • Preparation of expenditures & documentation
  • Tracking & processing of central office bills
  • Provides delegation of bills to responsible parties as necessary
  • Tracking & processing of CME Hours & Reimbursements
• Provides monthly reporting on:
  • Faculty CME Time & Reimbursement
  • Faculty Time Off
  • Budget Utilization
  • Other metrics as they become necessary
• Maintains & orders supplies for the department as necessary
  • Processes requisitions for department purchases
• Website Management
  • Works with the department to ensure clinical and educational web pages for the department are up to date and maintained
    • Providers and provider details
    • Residency program updates
    • Special events and announcements
• Provides Administrative support to grant projects within the department as needed.
• Assists with maintaining administrative policies and procedures applicable to the department to maintain a stable, efficient & cooperative working environment.
• Understands and adheres to Rowan’s compliance standards as they appear in Rowan’s Corporate Compliance Policy, Code of Conduct, and Conflict of Interest Policy.
• Keeps abreast of all federal, state and Rowan regulations, laws and policies as they presently exist and as they change or are modified.
• Performs other related duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to function effectively in a team environment.
• Effective oral and written communication skills.
• Must be proficient in Microsoft Suite, i.e. Word, Excel and PowerPoint as well as Google Drive.
• Ability to think independently.
• Ability to analyze and solve complex problems.
• Ability to quickly grasp technical issues and offer solutions.

EDUCATION and/or EXPERIENCE

Bachelor’s Degree, plus three (3) years of progressively more responsible related professional and/or administrative experience in either the public or private sector, required.  Additional related professional experience may be substituted for the degree on a year-for-year basis.

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.