Administrative Coordinator II

the Cooper Medical School of Rowan University; the Rowan University School of Osteopathic Medicine; the Graduate School of Biomedical Sciences; the School of Health Professions; and the School of Earth and Environment. Rowan is one of two public universities in the country to offer M.D. and D.O. medical degree programs. The institution is also home to the South Jersey Technology Park, which fosters the translation of applied research into commercial products and processes. Rowan has been recognized as one of the top 100 public universities in the nation and is ranked
third
among public institutions in the North by
U
.
S
.
News & World Report
.

SUMMARY:

Provides diversified administrative support within the department. Exercises discretion and independent judgement. Coordinates projects, correspondence, and reports

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

1. Provides direct administrative support to the Department Chair, Vice Chair & Administrator.

2. Serves as the Master Scheduler, and ultimate responsible party, for the department in all appropriate software systems.

a. Clinical Schedule

b. Academic Schedule

c. Rowan Wellness

d. On Call Schedule

e. Student Run Clinic Schedules

f. Department Meetings & Events

g. Time Off

3. Maintains time & attendance records including:

a. Time Off

b. CME

c. Clinical

d. Academic

e. Research Commitments

4. Manages timesheets for contracts, submission of timesheets and any related forms.

5. Coordinates all necessary faculty related certifications & maintains appropriate copies for the department including:

a. CDS

b. DEA

c. Malpractice Facesheets

d. Credentialing

e. Productivity Forms

f. Required Trainings

6. Provides administrative support to all faculty members for the processing of necessary paperwork including:

a. Ethics Forms

b. Membership Dues

c. Travel Documents

7. Coordinates all aspects of faculty speaking engagements, including scheduling, preparing presentations and ensuring all logistics are handled.

8. Manages and updates faculty’s CVs and biosketches on a rolling basis.

9. Maintains confidential personnel files and correspondence for faculty.

10. Maintains department’s recordkeeping, filing and retrieval systems.

11. Schedules, prepares agendas and takes minutes for Faculty Meeting

a. Includes all logistical arrangements such as room reservations, assisting guest speakers and other invited guests.

12. Prepares and distributes annual report and monthly Chair’s report.

13. Arranges annual performance reviews. Assists with accumulating and preparing productivity measures for the Chair pertaining to each faculty member.

14. Serves as faculty liaison between internal and external departments such as:

a. vendors, customers, professional societies

b. Purchasing, HR, IST, Payroll

15. Assists with the coordination of faculty hires, reappointments and terminations for the department

a. All required documents

b. Orientation & On Boarding Schedule

16. Serves as the main finance point of contact for the Central Admin Office including:

a. Preparation of expenditures & documentation

b. Tracking & processing of central office bills

c. Provides delegation of bills to responsible parties as necessary

d. Tracking & processing of CME Hours & Reimbursements

17. Provides monthly reporting on:

a. Faculty CME Time & Reimbursement

b. Faculty Time Off

c. Budget Utilization

d. Other metrics as they become necessary

18. Maintains & orders supplies for the department as necessary.

19. Assists with maintaining administrative policies and procedures applicable to the department to maintain a stable, efficient & cooperative working environment.

20. Serves as liaison/coordinator for international physician learners.

21. Independently handles projects as assigned, such as grants management, faculty related contracts management, marketing and media programs, recruitment activities, etc.

22. 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.

23. Keeps abreast of all federal, state and Rowan regulations, laws and policies as they presently exist and as they change or are modified.

24. 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.

EDUCATION and/or EXPERIENCE:

Bachelor’s Degree in Business or Public Administration or a related field, plus one (1) year 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

Please be advised that some positions are subject to the residency requirements of the NJ First Act (N.J.S.A. 52:14-7, P.L. 2011, Chapter 70). Any person hired into identified positions shall either have their principal residence in New Jersey or they have one year from the date of employment to establish, and then maintain, principal residence in the State of New Jersey. The law also provides that any person may petition a State committee for an exemption from the requirements based on critical need or hardship.

Rowan University values diversity and is committed to equal opportunity in employment.

All positions are contingent upon budget appropriations.

The Stratford, NJ Campus is a Tobacco-Free Workplace.