Program Assistant - Student Affairs & Alumni Engagement, Rowan-Virtua Som

Rowan-Virtua School of Osteopathic Medicine

Job Title: Program Assistant

Department: SOM Office of Student Affairs and Alumni Engagement

Facility: Rowan-Virtua School of Osteopathic Medicine

Reports To: Assistant Dean for Student Programs and Alumni Engagement

Summary

Under the direction of the Assistant Dean, manages a variety of services, programs and engagement events for SOM's Office of Student Affairs and Alumni Engagement. Manages the school's alumni database, including updates, queries, research and reports. Provides operational support for the SOM Alumni Association Board meetings and programs and administrative support for the Assistant Dean for Student Programs and Alumni Engagement.

ESSENTIAL DUTIES AND RESPONSIBILITIES Include The Following

Assists with student and alumni program planning and implementation:

• Provides support for SOM student and alumni signature programs, including the alumni reunion, homecoming, commencement, White Coat Ceremony, orientation, Match Day and the annual golf outing.
• Attends and supports student and alumni functions as needed. This includes some evenings and weekends
• This includes attending planning meetings, maintaining registration lists, payment/ deposits, ordering catering, contracting with vendors, preparing printed materials for events, and providing logistical support for vendors and program participants.
• Serves as liaison between the department and other administrative units such as the Dean's Office, Marketing, University Advancement, Facilities Management, Information Services and Technology, Academic Technology, Operations and Support Services.

Responsible for providing administrative, analytical, and management support for the alumni database:

• Generate alumni contact reports for students seeking a referring physician and maintains statistical information for internal and external data requests.
• Executes assignments and tasks requiring alumni data collection, information gathering, analysis, data entry/retrieval and database maintenance utilizing a variety of software packages.
• Log-in all constituents attending alumni events into the Millennium database and track event registrations through the iModule system.
• Supervises work study student to assist in the alumni database research as needed.
• Research, update and maintain the database records by capturing the contact, biographical, business information, alumni board certification, licensure, residency completion and practice area.

Communications And Program Support

• Coordinates electronic communications for alumni engagement programs and maintains the alumni web pages.
• Interfaces with students and alumni to provide guidance and support services.

Administrative Support

• Produces the monthly reports for the Alumni Engagement office.
• Coordinates and maintain the schedule for the Assistant Dean for Student Programs and Alumni Engagement.
• Maintains essential records/files and electronic files for the Student Affairs and Alumni Engagement Office.
• Completes routine writing and editing assignments; generates correspondence for signature; generates meeting minutes; maintains mailing lists and prepares student and alumni mailings as needed.
• Evaluates office procedures, establishes standards, and recommends and implements new or modified procedures as needed.

Performs other duties 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.

EDUCATION And/or EXPERIENCE

• Experience with database programs, Google and MS software and web content/development programs.
• Excellent organizational skills and ability to plan and organize multiple projects/programs.
• Able to work some evenings and weekends as needed.
• Associates degree is required plus five (5) years of program support experience, preferably in a university-setting. Additional related experience may be substituted for the degree on a year-for-year basis.
• 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.
• Proficient communicator with ability to interact and work effectively with students, faculty, staff, and alumni.
• Professional presentation with excellent customer service skills

Note

• 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.