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Administrative Assistant

Job Description


Position Details


Position Information


Recruitment/Posting Title Administrative Assistant
Job Category Staff & Executive - Healthcare - Administrative Services
Department RWJ-Global Health
Overview
New Jersey’s academic health center, Rutgers Biomedical and Health Sciences (RBHS) takes an integrated approach to educating students, providing clinical care, and conducting research, all with the goal of improving human health. Aligned with Rutgers University–New Brunswick and collaborating university wide, RBHS includes eight schools, a behavioral health network, and five centers and institutes that focus on cancer treatment and research, neuroscience, advanced biotechnology and medicine, environmental and occupational health, and health care policy and aging research.
Our faculty are teachers, clinicians, and scientists with unparalleled experience who advance medical innovation and provide patient care informed by the latest research findings. We offer an outstanding education in medicine, dentistry, pharmacy, public health, nursing, biomedical research, and the full spectrum of allied health careers.
Our clinical and academic facilities are located throughout the state—at Rutgers University–New Brunswick, including Piscataway; and at locations in Newark, Scotch Plains, Somerset, Stratford, and other locations. Clinical partners include Robert Wood Johnson University Hospital in New Brunswick, Newark’s University Hospital in Newark, and other affiliates.
Through this community of healers, scientists, and scholars, Rutgers is equipped as never before to transform lives.
Posting Summary
Rutgers, The State University of New Jersey is seeking an Administrative Assistant in the Office of Global Health at the Robert Wood Johnson Medical School.
Administrative Assistant for Global Activities provides high level confidential, administrative services and support services within the Office of Global Health at RWJMS.
Among the key duties of this position are the following:
  • Assists and supports the Program Manager and Associate/Assistant Dean of Global Health in full capacity.
  • Assists the Program Manager in office operations, including secretarial/clerical work, space and office equipment, internal reporting systems and ordering supplies and materials. Suggests methods for office improvement.Tracks department’s operations budget, obtains PO’s, Check Requests, and supplies as needed, and provides input to preparation of
    departmental budget.
  • Maintains department calendar, establishing priorities and scheduling appointments.
  • Serves as a liaison between department and administrative units such as Purchasing, Human Resources, IST, Accounting.
  • Assists in the maintenance of records and files. Prepares, updates reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.
  • Assists program manager in ensuring success of international short-term guest rotation program by ensuring accuracy of documents, fulfillment of requirements and coordinating their enrollment here, including housing and security issues.
  • Interacts with medical students, residents and fellows and provides them with information. Is the initial point of contact for the Office of Global Health, RWJMS.
  • Assists Program manager in coordinating meetings and arranging programs, events, and/or conferences, including arranging for facilities and catering, issuing information and invitations, coordinating speakers, and tracking event budget.
  • Assists the Program Manager in managing web content for the Global Health Office.
  • Assists the Program Manager in coordinating the “A Primer on Global Health Course”
Position Status Full Time
Hours Per Week
Daily Work Shift Day
Work Arrangement
FLSA Nonexempt
Grade 1925
Position Salary
Annual Minimum Salary 25.410
Annual Mid Range Salary 25.910
Annual Maximum Salary 26.690
Standard Hours 40.00
Union Description Teamsters, Local 97
Payroll Designation PeopleSoft
Benefits
Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview .
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility PERS

Qualifications


Minimum Education and Experience
  • Associate’s Degree.
  • Two years of relevant administrative/secretarial experience.
  • Familiar with global and community health.
  • Experience working with standard electronic communication/programs, not limited to Microsoft word, Excel, Outlook, PowerPoint, Adobe, Zoom, Teams, Canvas, basic website software, RU Market Place.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
  • Excellent written and verbal communication skills.
  • Strong interpersonal skills as first impression of this office.
  • Exhibits initiative and independent and collaborative problem-solving skills.
  • Excellent organizational skills.
  • Adaptability to changing priorities.
Preferred Qualifications
  • Bachelor’s degree in a related field.
Equipment Utilized
Physical Demands and Work Environment
  • PHYSICAL DEMANDS; Sitting, standing, walking, talking, hearing, no special vision requirements. Must be able to lift or exert force up to 25 lbs.

  • WORK ENVIRONMENT: Office environment, with computer and phone set.
Special Conditions

Posting Details


Posting Number 22ST3739
Posting Open Date
Special Instructions to Applicants
Regional Campus Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus Downtown New Brunswick
City New Brunswick
State NJ
Location Details

Pre-employment Screenings


All offers of employment are contingent upon successful completion of all pre-employment screenings.



Immunization Requirements


Under Policy 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees , Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. Under Policy 100.3.1 Immunization Policy for Covered Individuals , if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.



Affirmative Action/Equal Employment Opportunity Statement


It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement



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