Managing Administrative Assistant, Media & Public Relations_

The person holding this position is the Administrative Assistant to the Vice President of University Relations. In that role, he oversees Media & Public Relations, Virtua Health College of Medicine and Life Sciences Communication and Marketing, University Publications and the Print Center. He serves as the University spokesman, is a member of the President’s Cabinet, is Chief Communication Officer during crisis events and works closely with senior leadership on crafting messaging and developing campaigns that are used to support and promote the university.The Managing Administrative Assistant manages confidential information about the institution and divisional budgets, including University initiatives, special events and projects. The person will also work closely with colleagues in the Office of the President, University Events and of other departments across the institution. This position includes occasional work in the evenings and weekends.Below is a more detailed list of day-to-day responsibilities.Budgets+ Manage the budgets/accounts of: 1) Media & Public Relations, 2) university marketing, 3) product licensing, 4) Houshmand’s Hazardous Hot Sauce, 5) special projects and initiatives.+ Perform budget reconciliation monthly, including fiscal year end closing against purchase orders and invoices.+ Maintain excel spreadsheets of all expenses and track expenditures in distinct categories (e.g., corporate sponsorships, advertisements by subject).+ Manage and oversee the subscriptions and membership renewals, travel requests and expense reports for department staff.Marketing Initiatives+ Act as liaison with external vendors and community organizations.+ Place advertisements and/or sponsorships with business and community organizations the university supports.+ Work with University Publications to have advertisements produced.+ Coordinate schedules and registration of leadership so they can attend business and community functions Rowan supports. Produce and send event-briefing emails.+ Process contracts made with advertising/marketing agencies and freelance specialists providing services to the institutions (e.g., photographers, videographers, writers).+ Assist with President’s hot sauce initiative.Media Relations+ Support professional staff.+ Receive calls from the media and redirect them depending on the urgency and subject matter.+ In a crisis, serve as front-line communication staff, gathering information for the vice president and helping disseminate information to various constituents.+ Help Vice President prepare briefing documents, reports and presentations.+ Monitor news stories and compile the weekly university electronic newsletter called “Rowan In the News.” Distribute daily news clips as appropriate.Special Events+ Work with the Office of University Events to set-up for special announcements and events.+ Work closely with Facilities Department’s movers.+ Collaborate with the staff of the President’s Office/University Events.Administrative Assistant+ Responsible for appointment calendar and conference call scheduling for vice president with the ability to prioritize time sensitive and executive level meetings while maintaining confidentiality and sensitivity of topics.+ Manage confidential information about ongoing university initiatives.+ Answer and direct incoming calls.+ Coordinate and schedule meetings.+ Schedule student workers, submit student for hire paperwork to HR, track and return timesheets to payroll department including overseeing the funds in the operating budget for student workers.+ Perform electronic data searches.+ Draft correspondence as necessary.+ Review incoming mail and distribute to office staff.+ Reconcile monthly transactions for University credit card purchases.+ Submit all work orders for staff and building issues.+ Daily use of Microsoft Outlook, Google Suite (Docs, Sheets, Slides, Forms),Excel and Word.+ Act as a proxy for RIMS, CONCUR, Bank of America.+ Other duties as assigned by the Vice President.Note: Rowan University is an Equal Opportunity Employer and values diverse people and abilities. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this position. 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.