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Program Assistant

Job Description

Position Details

Position Information

Recruitment/Posting Title Program Assistant
Job Category Staff & Executive - Healthcare - Administrative Services
Department RWJ-Psychiatry
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 a Program Assistant in the Psychiatry Department of Robert Wood Johnson Medical School.
Program Assistant provides administrative support to the Executive Chair, Interim Chair and Sr. Director of Administration, and handle overall administrative needs for the department.
Among the key duties of this position are the following:
  • Create reports, such as the Department Monthly Activity Report, CL Report and Monthly FTERS report for Chair. Distribute monthly reminders to faculty for report submissions. Assist chair with administrative support, as needed.
  • Process payments weekly for faculty (RWJMS) and (UBHC) weekend/holiday call compensation and maintaining a log of all outgoing payments. Also, responsible for processing child fellow compensation for their shifts worked and staff out of title payments monthly. 
  • Responsible for invoicing of clinical practice school evaluations performed by our providers and maintaining records of account receivables and deposits. 
  • Responsible for contract invoicing with affiliates and outside institutions as needed; including maintaining records of account receivables and deposits. Monitoring revenue and collections for these contracts.
  • Utilizing people soft system to record staff absence, vacation requests and maintaining records of time off requests. 
  • In people soft system, enter payroll hours for part-time hourly employees and maintain records. 
  • Contracts – Prepare drafts of new and amended Professional Service Agreements and all related documents such as, Meditract Vendor Profile, Letter of Intent, FMV for review by office of legal management, then route for signature approvals. Maintain contract files. Assist Sr. Director of Administration with correspondence to Faculty and Staff, when necessary.
  • Responsibilities include; calendar – scheduling student appointments, seminars, didactic lectures, activities and speaking engagements. Assist in the preparation of speaking engagements when necessary such as conference room reservations and a/v equipment when needed. Manage and prepare expense accounts in the Expense Management System on a routine basis. Assist with photocopying; ordering supplies and maintenance of office files.
  • Daily duties include screening high volume of calls to the chair’s office, distribute mail; type correspondence as needed; send faxes and/or mail prescriptions as requested by Chair; reserve conference rooms for meetings & lectures. 
  • Order supplies and goods for Department – Piscataway campus, in the Marketplace system. Maintain adequate inventory of supplies for the department. Establish purchase orders as required and obtain quotes from vendors as needed. Closeout purchase orders on a monthly basis or increase as necessary. Prepare IPO’s and work orders when necessary. Assist vendors with invoice issues. Also, provide Sr. Director with recommendations for office equipment purchases and status of contracts with vendors. 
Position Status Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA Nonexempt
Grade 17A
Position Salary
Annual Minimum Salary 25.090
Annual Mid Range Salary 29.830
Annual Maximum Salary 35.150
Standard Hours 35.00
Union Description HPAE, Local 5094
Payroll Designation PeopleSoft
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.
COVID-19 Immunization Requirement
Under Policy 60.1.35 , 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. Prospective employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster within two weeks (14 calendar days) of eligibility . Based on current guidance, individuals are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of any COVID-19 vaccine authorized or approved for use in the United States by the United States Food and Drug Administration (FDA) and recommended by the Advisory Committee on Immunization Practices (ACIP) of the Centers for Disease Control and Prevention (CDC). Eligibility for a booster against COVID-19 varies and is explained on the University’s web site located at https://coronavirus.rutgers.edu/covid-19-vaccine . Failure to provide proof of primary vaccination and booster will result in rescission of a prospective employee’s offer of employment and/or disciplinary action up to and including termination.
Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP


Minimum Education and Experience
  • Bachelor’s Degree in Business Administration, Social Science or a related discipline, plus one (1) year of related experience in a business office, government agency or university setting.
  • Equivalent experience, education and/or training may be substituted for the education requirements.
Required Knowledge, Skills, and Abilities
Preferred Qualifications
  • Experience with the following systems preferred are: Marketplace, PeopleSoft, Expense Management System, Patient Keeper, Access Financial Reporting System End User Reports; FTERS, and Meditract. 
Equipment Utilized
Physical Demands and Work Environment
Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 251bs.
Office environment. Moderate noise.
Special Conditions

Posting Details

Posting Number 22ST3039
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.

Infection Control and Safety

This position is subject to all Rutgers University policies, including TB surveillance and other infection control and safety policies. Please review the Tuberculosis Surveillance Policy for additional information.

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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