Rowan Virtua School of Osteopathic Medicine

Job Title:            Staff Assistant

Department:      SOM, Registrar’s Office

Facility:              Rowan-Virtua School of Osteopathic Medicine

Reports To:        SOM Registrar

SUMMARY 

Performs administrative and support services for the Rowan University School of Osteopathic Medicine (SOM) Registrar’s Office which supports both the DO program and PA program. This role also creates and maintains the records and documents of current first-year students and any other support necessary for the DO and PA programs.   

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

1. Records Management:

The Staff Assistant is responsible for maintaining confidential records.

• Maintain students’ confidential academic records.
• Update databases with name, address, and biographical data changes.
• Create and track requests for disposal of records according to the NJ Division of Archives and Artemis records management guidelines.
• Utilize Student Status Dashboard and One45 to maintain student records.
• Follow university, state, and federal guidelines and policies regarding student records.

2. Enrollment and Registration

The staff assistant is responsible for course registration and grade submission for all first-year (OM1) students.

• Register OM1 students for courses.
• Track adjusted registration guidelines for students per Student Academic Progress Committee.
• Post grades/grade changes for OM1 courses.
• Utilize One45 for accurate student records/schedules.
• Review and maintain students' DegreeWorks accounts.
• Maintain accurate records in the Banner and One45 database systems.
• Attend meetings with various departments.

3. Data Reporting: 

The Staff Assistant is responsible for maintaining student data.

• Produce transcripts as needed for current students and alumni.
• Prepare medical education verification forms for signature.
• Process Fellowship Applications for alumni (via MIDUS and FCVS databases). 
• Organize and maintain Course Director lists & distribute throughout campus.
• Assist with maintenance of Master Class Lists.
• Review and utilize Cognos reports for student records & reporting requirements.

4. Office Support:

The Staff Assistant is responsible for various administrative and support functions.

• Manage Registrar email Inbox.
• Provide information while following FERPA guidelines, to students, faculty, staff, outside agencies.
• Manage transcript/verification/diploma requests.
• Create and maintain template letters/emails for common record/student requests.
• Maintain budget, complete requisitions, manage deposits, and process purchase orders.
• Process travel and reimbursement requests.
• Maintain and update SOM Registrar website.
• Assist with special events, examples: Orientation, White Coat Ceremony, Commencement.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Capable of handling multiple demands on an on-going basis while maintaining flexibility and adaptability.
• Excellent relationship-building and social skills. 
• Proven organizational skills and attention to detail.
• Demonstrated ability to work well in a confidential and fast-paced environment. 
• Must be able to communicate, interact, and work effectively with students, faculty, staff and all external constituencies.

EDUCATION and/or EXPERIENCE

• Bachelor’s degree, plus one (1) year of professional level experience in a university setting, government agency, or business office. Applicants lacking a degree may substitute appropriate related experience on a year-for-year basis.
• Familiarity with the Registrar’s office functions and/or the medical school environment is preferred.
• The position requires interpersonal skills and the ability to act professionally and confidentially.
• Knowledge of Word, Excel, and Google Office required.
• Experience with Banner database or a similar database is preferred.
• Must have data entry skills.  

SALARY INFORMATION

In compliance with The State of New Jersey's Pay Transparency Act, the annual base salary range for this position is $48,509.15 to $55,895.28, with placement within the range determined by candidate's qualifications, professional experience, internal equity, and other factors.

BENEFIT INFORMATION

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.