Administrative Assistant - Virtua Health College Communication & Marketing

Rowan University • Stratford, NJ

419d

About The Position

The Administrative Assistant position at Virtua Health College of Medicine & Life Sciences of Rowan University involves providing comprehensive administrative support to the Communication and Marketing Department. This role is crucial for managing confidential information, overseeing budgets, coordinating marketing initiatives, and facilitating communication within the department and with external vendors. The position requires a proactive individual who can handle various administrative tasks while maintaining confidentiality and sensitivity to the topics discussed.

Requirements

• Associate's degree in a relevant field.
• 2 years of mid-level administrative experience.
• Proficiency in Google Suite (Docs, Sheets, Slides, Forms) and Microsoft Excel.
• Experience in budgeting and financial reconciliation.

Nice To Haves

• Experience with media relations and communications.
• Familiarity with event planning and coordination.
• Ability to work occasional evenings and weekends.

Responsibilities

• Manage the budgets/accounts of VHC Communication & Marketing.
• 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.
• Coordinate the subscriptions and membership renewals, travel requests and expense reports for department staff.
• Act as liaison with external vendors and community organizations.
• Process payments/invoices for advertisements and/or sponsorships with business and community organizations.
• Coordinate schedules for departmental functions and dean's office priorities.
• Process contracts made with advertising/marketing agencies and freelance specialists.
• Assist with travel, technology support requests to IRT, office equipment orders, and special events.
• Intake requests for campus and college-wide emails and lay them out for review.
• Provide proofreading services on newsletters and mass emails.
• Receive calls from the media and redirect them depending on the urgency and subject matter.
• Help director prepare briefing documents, reports, and presentations.
• Work with department events colleague to set-up for special announcements and events.
• Assist with setting up travel for events colleagues in department.
• Responsible for appointment calendar and conference call scheduling for department director.
• Organize and maintain department marketing/collateral supplies.
• Answer and direct incoming calls.
• Coordinate and schedule meetings.
• Perform electronic data searches.
• Draft correspondence as necessary.
• Review incoming mail and distribute to office staff.
• Reconcile monthly transactions for department credit card purchases.
• Submit all work orders for staff and building issues.

Benefits

• Full-time position with competitive salary.
• Opportunities for professional development.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Associate degree