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Clerk Typist, Cooper Medical School of Rowan University

Rowan University

The Clerk Typist will report directly to the Assistant Dean for Assessment and CQI but will also provide general administrative support to additional deans/directors in the Office of Medical Education.

Job Responsibilities with essential criteria

  1. Prepare for and attend meetings and other events related to the Office of Medical Education
  • Develop and distribute meeting materials to committee members
  • Post and/or distribute meeting materials for members
  • Attend meetings and prepare minutes, maintain records and files
  • Book and set up rooms, WebEx, or Google meetings
  • Coordinate all clerical activities associated with the meetings
  • Place catering orders as necessary
  • Prepare supplies for the meeting
  1. Keep all electronic portals and printed information organized and up-to-date
  • Maintain office filing, archiving files, and set-up of new files as the office enters new academic, fiscal, or calendar years. Pull, maintain, and track student files for the OME team
  1. Provide primary administrative support to the Assistant Dean for Assessment and CQI
  • Proctors examinations for the assessment team using protocols they establish; coordination of make-up examinations for students; coordination of exam proctors; delivery of formative/summative assessments to students via One45
  • Email distribution of evaluations to faculty and staff, email distribution to students, administrative assistant lead for assessment committee; completes meeting minutes
  1. Provides additional administrative support as needed to the Senior Associate Dean of Medical Education with projects that need completion and other Assistant/Associate Deans of the Office of Medical Education for projects/curricular needs
  • Provide assistance with calendars, travel, and meeting logistics
  • Other projects may include: attendance records, large scale photocopying, scanning, filing, shredding, etc.
  • Supports the OME through the utilization of the various departmental database systems; Maintains and supports departmental Standard Operating Procedures, regulations and policies as required within the Office of Medical Education related to accreditation CMSRU policies and By-Laws
  • Assists in the implementation of administrative procedures to achieve departmental and organizational goals, tracks and maintains the grade appeal process
  1. Team coverage
  • Provide coverage for other members of the Office of Medical Education staff as needed during absence
  1. Administrative support for office budget and hiring/onboarding
  • Collects data for and supports the preparation of the annual budget for the three budget areas under the OME; coordinates day-to-day activities related to the budget in the OME like preparing invoices, entering information in Banner, and preparing reposts as requested; continued monitoring, management and processing of all invoices and expenditures.
  • Processes IRT orders in the IRT Service Portal
  • Processes and/or supervises the ordering of departmental supplies and educational materials
  • Coordinates all department hiring and onboarding including I-9 completion, background checks, entering of job card in Page Up, assisting search committee when necessary (tutors and FWS)
  • Serves as the Departmental Timekeeper for Payroll and maintains a departmental time out calendar; coordinates the collection of data and preparation of administrative reports in support of program activities

Minimum Qualifications:

  • Minimum 1 year of clerical experience
  • Ability to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions
  • Strong computer skills and proficiency with Microsoft Office Suite, Outlook email and calendaring system, Google Suite Adobe Acrobat Pro, Zoom, WebEx, and other desktop and communication software
  • Highly organized with attention to detail
  • Able to work independently & responsibly
  • Excellent communication skills, both oral and written
  • Enthusiastic, with a positive attitude, a team player, flexible and creative in solving problems
  • Ability to listen, take direction, and make sound decisions
  • Ability to organize and implement both short-term and long-term projects and programs

Requirements:

  • Candidates will be required to take and pass a typing test at 25 wpm or higher or show proof of passing a NJ Civil Service Commission or Rowan University typing test in the past. The test will only be scheduled for candidates selected for interview

Salary:

  • Range A06 ($31,285 - $35,295)

Notes:

  • 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
  • Please note that this position is subject to the NJ First Act, requiring public employees to establish residency in the State of New Jersey. See N.J.S.A. 52:14-7 (L. 2011, Chapter 70) for further information
  • Only completed online applications submitted on or before the posted deadline will be considered

SAME APPLICANTS: If you are applying under the NJ “SAME” program, your supporting documents (Schedule A or B letter), must be submitted with your application by the closing date indicated above. For more information on the SAME Program visit their Website at: https://nj.gov/csc/same/overview/index.shtml , email: SAME@csc.nj.gov , or call CSC at (833)691-0404.

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Confirmed 8 hours ago. Posted 6 days ago.

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