Program Assistant - Office of the Registrar, Rowan-Virtua School of Osteopathic Medicine

Details

Posted: 16-Mar-24

Location: Stratford, New Jersey

Salary: Open

Categories:

Registrar
Staff/Administrative

Internal Number: 499372

Rowan-Virtua School of Osteopathic Medicine

SUMMARY:

Under the direction of the SOM Registrar, the primary role of the Program Assistant for the Office of the Registrar (School of Osteopathic Medicine) is to assist in the creation and maintenance of records for current and former students.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Records Management

The Program Assistant is responsible for maintaining confidential records, including but not limited to:

• Follow University, State, and Federal guidelines and policies regarding student records.
• Maintain students' confidential academic records and criminal background reports.
• Post grades and grade changes to official transcripts via Banner database.
• Update database with name and address changes.
• Maintain class email distribution lists.

Registration and Enrollment

The Program Assistant is responsible for coordinating registration, course enrollment, and grade submission for all third year        students, including but not limited to:

• Coordinate third-year registration process.
• Enroll third-year students in course-sections and add/drop sections as needed.
• Track and obtain missing grades.

Data Reporting

The Program Assistant is responsible for maintaining student data, including but not limited to:

• Prepare official grade reports for permanent academic files.
• Maintain accurate records in the Banner and One45 database systems.
• Produce transcripts as needed, including uploading to ERAS Fellowships Documents office.
• Prepare medical education verification forms for signature.
• Verify medical education online via Federations Credentials Verification Service.

Budget

The Program Assistant is responsible for budgetary tasks, including but not limited to:

• Utilize Banner Finance module to maintain accounts and track expenses.
• Order supplies and equipment.
• Create purchase orders.
• Process travel and reimbursement requests.

Office Support

Including, but not limited to:

• Screen calls and provides information to students, faculty, staff, and outside agencies.
• Receive and handle/distribute incoming correspondence.

Institutional Coordination

Examples:

• SOM Clinical Education - coordinate with Clinical Education staff to ensure that all third-year clerkships are scheduled.
• SOM Student Affairs - create seating chart for Commencement.  Assist with White Coat and Commencement ceremonies.
• Clerkship Directors and Administrators - ensures all third-year grades are submitted.
• Accounts Payable and Purchasing - follow-up on purchase orders, reimbursement requests, and supply orders.
• Rowan Bookstore - coordinate process for ordering faculty academic attire for Commencement.

Other duties as assigned.

EDUCATION and/or EXPERIENCE:

• Associate's Degree is required.  Bachelor's Degree is preferred.  Additional related experience may be substituted for the degree on a year for year basis.
• One years' experience in a college or university administrative office is required.  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.
• Must have data entry skills.
• Knowledge of Word and Excel required.
• Experience with Banner is preferred.

QUALIFICATIONS:

• Capable of handling multiple demands on an ongoing 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.
• Experience with diverse populations.  Record of respect and openness towards people whose social and cultural background is different from one’s own. Ability to recognize and manage one’s behaviors and communication to create an inclusive, equitable, and welcoming environment within the department/organization.

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.

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About Rowan University
A top 100 national public research institution, Rowan University offers bachelor’s through doctoral and professional programs in person and online to 23,000 students through its main campus in Glassboro, N.J., its medical school campuses in Camden and Stratford, and five others. Home to Henry M. Rowan College of Engineering; Ric Edelman College of Communication & Creative Arts; William G. Rohrer College of Business; Virtua Health College of Medicine & Health Sciences; Cooper Medical School of Rowan University and the School of Osteopathic Medicine, it also comprises the colleges of Education, Humanities & Social Sciences, Performing Arts, and Science & Mathematics; Virtua Health School of Nursing & Health Professions; the schools of Earth & Environment; Innovation & Entrepreneurship; Translational Biomedical Engineering & Sciences; Veterinary Medicine; the Graduate School of Biomedical Sciences; and a multidisciplinary honors college. Rowan focuses on practical research at the intersection of engineering, medicine, science and business while ensuring excellence in undergraduate education. The University has earned national recognition for innovation; commitment to high-quality, af...fordable education; and developing public-private partnerships. A Carnegie-classified (R2/high research activity) institution, Rowan has been recognized as the fourth fastest-growing public research university for three consecutive years as reported by The Chronicle of Higher Education.
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