This position is open to full-time Rowan University employees only.

Summary/Position Description: The PSS4-AS Assistant to the Provost provides administrative support for the Provost, exercises independent judgement, and maintains confidential and sensitive materials. This position is responsible for assisting the Provost in matters related to day-to-day operations. 

Essential Duties and Responsibilities: 

To assist with and support the activities and responsibilities of the Provost. Duties and responsibilities include but are not limited to the below. 

• Manage the complex and confidential calendar of the Provost, ensuring effective prioritization and alignment with Provost’s goals

• Prepare briefing materials, agendas, and logistical details so the Provost is fully informed for all daily engagements

• Serve as first point of contact for staff, faculty, students, and external stakeholders seeking access to the Provost, requiring discretion and ability to exercise independent judgement

• Assist the Director of Administration with high-priority projects such as sensitive data collection, event coordination, and document preparation and revisions

• Coordinate and submit travel requests and expense reports for Provost, Vice Chancellors, and Associate Provosts in the office 

• Approve incoming travel requests and expense reports from the Provost’s direct reports on behalf of the Provost

• Assist the Budget & Finance Manager by submitting and overseeing requisitions and contracts for the Provost’s Office in ProConnect

• Coordinate purchasing card requests and expense reports

• Review Relocation Expense Forms, reimbursements, and other incoming forms as assigned

• Manage office ordering of supplies, equipment, and special project needs and maintain an order log

• Prepare timely correspondence maintaining clear and professional communication

• Maintain a secure and organized system for essential records and files 

• Coordinate with other departments across the University including but not limited to the President’s Office and Chancellor’s Office 

• Oversee student workers, including hiring, training, scheduling, and supervision

• Maintain conference room calendars

• Prepare meeting spaces by ensuring that all technology, equipment, and materials are set up and functioning properly in advance of scheduled meetings

• Coordinate and submit facilities work orders and IRT support tickets

• Attend and participate in meetings and events as required

• Perform other duties, responsibilities, or special projects as needed for the Office of the Provost. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to this position.

Minimum Qualifications

• One (1) year of professional experience

Education

• Bachelor’s degree

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.

Five (5) years of professional experience in different aspects of administration and business practices; including design and implementation of policy and procedures, vendor service contracts and improving and updating management practices.

OR

Possession of a bachelor's degree from an accredited college or university; and one (1) year of the above-mentioned professional 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.

Knowledge and Abilities

• Advanced organizational skills and attention to detail

• Able to multitask, work in a fast-paced environment, be forward thinking, and adaptable to change

• Superior time-management skills

• Excellent relationship building skills

• Maintain confidentiality of sensitive information

• Exceptional verbal and written communication skills

• Ability to coordinate and communicate effectively within and across departments

• Ability to effectively communicate with visitors, schedule appointments, and process requests for information in accordance with established procedures

• Capable of handling multiple demands on an on-going basis while maintaining adaptability and flexibility

• Able to prioritize work and organize own time using independent judgment

• Proficient in Google Suite, Microsoft Office Suite, and Outlook

• Proficient in Adobe PDF and Acrobat Pro

• Experience with ProConnect and Concur

SALARY &  BENEFITS:

• In compliance with The State of New Jersey's Pay Transparency Act, the annual base salary range for this position is CWA: Range 18 ($56,253 to $63,946), with placement within the range determined by candidate's qualifications, professional experience, internal equity, and other factors."
• For internal applicants, salary is determined per the Pay Adjustment formula (NJAC 4A:3-4.9 & 4.10)
• 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.