Administrative Support Specialist, Department of Communication Studies

3 days ago

Glassboro, New Jersey, United States Rowan University Full time

Job Summary:

This role serves a vital function in maintaining the day-to-day operations of the Communication Studies Department. We are seeking an organized and motivated individual to perform secretarial duties in support of all faculty. The ideal candidate will be detail-oriented, with strong communication skills and a passion for supporting students and faculty.

Key Responsibilities:

  • Maintain the Communication Studies office in accordance with university and college specifications.
  • Provide administrative support for Health and Science Communication, and Sports Communication and Media programs, closely affiliated with the Communication Studies Department.
  • Work cooperatively as a team member with faculty and staff.
  • Facilitate budget in collaboration with the Department Chair.
  • Receive calls and visitors at the office, respond to emails as appropriate.
  • Prepare, input, and maintain Rowan University forms and systems, including gathering and recording information for Adjunct/OL Expenditure summary and the annual report for the Dean.
  • Provide other information and reports as requested by the Chair.
  • Process override, prerequisite waivers, and change of major forms.
  • Process and reconcile credit card purchases for Communication Studies using the web-based service.
  • Process travel requests via Concur for Communication Studies.
  • Coordinate with the Department Chair, Dean's Office, and the Office of Scheduling on submission of schedule proofs and revisions to the schedule through SCAF forms.
  • Maintain equipment in the office, including the laser printer, copier, and computers. Provide support on use when required.
  • Maintain working relationships with purchasing, accounts payable, duplicating, and the bursar to maintain and control limits set on faculty's Rowan cards.
  • Assist in coordination of student trips and travel.
  • Ensure all necessary information for new hires is collected, including transcripts, necessary forms, and background check paperwork for submission to the Dean and Provost.
  • Take minutes at department meetings, type the report, and distribute to appropriate individuals.
  • Provide support and perform duties at select CCCA and Communication Studies events.
  • Perform other duties as assigned, such as parking and facilitating faculty onboarding.

Required Skills and Abilities:

  • Ability to work in a fast-paced and collaborative environment.
  • Ability to work flexibly and independently, set priorities, work simultaneously on numerous tasks, use good judgment and initiative, and meet deadlines.
  • Ability to use and/or learn support software in coordination with faculty and campus offices.
  • Possesses excellent oral and written communication skills.
  • Has expertise in budget development and management.
  • Demonstrates excellent communication, interpersonal, analytical, organizational, and conflict resolution skills.

Preferred Qualifications:

  • Technology: Working knowledge of Excel, Microsoft Word, PowerPoint, email, discipline-related software, and the internet.
  • Language Skills: Ability to communicate effectively and interact tactfully with all levels of the college staff, students, and trustees; read, analyze, and interpret documents, budgets, and contracts; and respond effectively to sensitive inquiries or concerns.
  • Reasoning Skills: Ability to define problems, collect data, and draw valid conclusions based on facts.

Eligibility and Consideration:

  • Open to current employees in the competitive division who have an aggregate of one year of continuous permanent service as of the closing date in any competitive title and meet the required experience listed above.
  • For promotions, this would be a provisional opportunity pending exam.
  • Only those internal candidates who possess both the title and experience requirements will receive interviews.

Salary and Benefits:

Range A12

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