Rowan-Virtua School of Osteopathic Medicine

Job Title: Staff Assistant

Department: SOM, Registrar’s Office

Facility: Stratford

Reports To: SOM Registrar

SUMMARY

Performs administrative and support services for SOM Registrar’s Office. Supports program activities. Responsible for special projects.

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

1. Records Management:

The Staff Assistant is responsible for maintaining confidential records.

Examples:

• Follow university, state, and federal guidelines and policies regarding student records.
• Maintain students’ confidential academic records and criminal background reports.
• Update database with name, address, and biographical data changes.
• Create requests for disposal of records according to NJ Division of Archives and Records Management guidelines.
• Create annual degree audit forms.

2. Data Reporting:

The Staff Assistant is responsible for maintaining student data.

Examples:

• Maintain accurate records in the Banner and One45 database systems.
• Produce transcripts as needed, including for students in Graduate School of Biomedical Science.
• Prepare medical education verification forms for signature.
• Produce and track COMLEX score reports for academic files.

3. Special Projects:

The Staff Assistant is responsible for specific annual projects, not limited to, but including.

• List of undergraduate schools and hometowns.
• List of Problem-Based Learning and Military students.
• Assist with Registration, White Coat Ceremony, and Commencement Ceremony.

4. Office Support:

The Staff Assistant is responsible for various administrative and support functions.

Examples:

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

5. Performs other tasks 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.

Capable of handling multiple demands on an on-going 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.

EDUCATION and/or EXPERIENCE

• Bachelor’s degree, plus one (1) year of professional level experience in a university setting or government agency. Applicants lacking the degree may substitute appropriate related experience on a year-for-year basis.
• Familiarity with the Registrar’s office functions and/or the medical school environment is preferred.
• Must have data entry skills.
• Experience with Banner database or a similar database is preferred.
• Knowledge of Excel required.
• The position requires interpersonal skills and the ability to act professionally and confidentially.

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.