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Administrative Research Associate

Rutgers University

Job Description

Position Details

Position Information

Recruitment/Posting Title Administrative Research Associate
Job Category Staff & Executive - Research Support (Laboratory/Non-Laboratory)
Department CINJ-Admin & Plan 120 Albany
Our vision is to be a statewide, national and world leader of scientific discovery, transdisciplinary engagement, translation, patient care and education that improves outcomes for cancer patients and populations.
We will accomplish this by conducting innovative basic, clinical and population research and cutting-edge patient-centered care that expands our understanding of the etiology and biology of cancer; facilitates the rapid translation of laboratory-based discoveries into human studies; develops new approaches and interventions for cancer prevention that decrease cancer incidence and mortality; and develops new and better therapies to decrease suffering and mortality from cancer.
Curiosity and Discovery, Integrity, Collaboration, Respect and Caring, Perseverance.
Posting Summary
Rutgers, The State University of New Jersey is seeking a Administrative Research Associate in Administration & Planning at Rutgers Cancer Institute of New Jersey.
Under direction of the Director, Research Administration, Administrative Research Associate provides administrative support to the assigned Research Faculty member(s). Responsible for providing high level support to the research faculty in the research,
academic and/or leadership roles. Must always maintain a high level of professionalism and have the ability to interact with high level academic and business associates as well as colleagues at all levels of Rutgers University and other institutions.
Among the key duties of this position are the following:
  • Responsible for confirming schedule of appointments, proactively addressing conflicts, and managing the daily calendar of the assigned Research Faculty, applying informed independent judgment to help manage time. If the assigned Research Faculty has clinical responsibilities, careful coordination of the non-clinic
    schedule with the clinic schedule must be maintained.
  • Schedules conferences, meetings, presentations, research symposia, works-in-progress reviews, etc. Works with the Research Faculty member to prepare agendas, coordinate speakers; coordinate reservation of facilities, catering, AV, online meeting conferencing (e.g., WebEx, Zoom, Teams) and overall set up. Works
    with building.
  • Works with the Research Faculty member to create and edit PowerPoint presentations for meetings. Performs routine editing (spelling and grammatical only) for documents such as letter of recommendation, intent, and standard correspondence.
  • Handles faculty and staff onboarding as well as exiting in accordance with CINJ SOPs and respective appointment department.
  • Serves as liaison between the Research Faculty member and administrative units such as Purchasing, Human Resources, IST, Payroll, Grants and Contracts, Finance, Research, IRB, clinic practice, Workforce Planning, Faculty Affairs, Administration and Planning, etc. Initiates correspondence related to these functions.
  • Assists the Principal Investigator in the preparation of all protocols for grants, trials, etc., and coordinates and proactively monitors the approval process with appropriate CINJ and Rutgers offices (e.g., OHRS). Ensures that protocols are in place for evaluation of assigned Research Faculty’s lab personnel.
  • Creates evaluation forms, collects results, and maintains confidential records.
  • Manages requests for time off and time and attendance records for the research support staff of the Research Faculty member. Ensures that staff (and, if applicable, faculty) evaluations and mandatory trainings are completed in a timely fashion.
  • Manages Visa applications and renewals for the Research Faculty member and their research staff, as needed.
  • Maintains the assigned Research Faculty’s CV, data for NIH Biosketch, and MyNCBI account. As needed, serves as a delegate to assigned Research Faculty for electronic systems, such as NIH eRA Commons and Rutgers Cornerstone tools.
Position Status Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA Exempt
Grade 25S
Position Salary
Annual Minimum Salary 65083.000
Annual Mid Range Salary 78131.000
Annual Maximum Salary 92788.000
Standard Hours 37.50
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 plus three (3) years of related experience in a business office, government agency or university setting.
  • Equivalent education, experience and/or training may be substituted for the degree requirement.
  • This position requires training in the Microsoft Office Specialist (MOS) certification program for Word,Outlook, and Excel (Version 2016 or earlier) within the first year of employment.
Required Knowledge, Skills, and Abilities
  • Must be dependable, flexible, and people oriented.
  • Must be resourceful in analyzing work-related challenges and seeking out effective and efficient solutions.
  • Must be able to perform information acquisition tasks, using internet search engines, PubMed and other databases, etc.
  • Must be willing to work additional hours to meet deadlines, as needed.
  • Must have excellent oral and written communication skills and a highly professional demeanor in person and on the telephone.
  • Must be organized, detail oriented, and possess strong spelling, grammar, and proof-reading skills.
  • Must be computer literate with proficiency and intermediate to advanced knowledge of Adobe Acrobat andEndNotes.
Preferred Qualifications
  • A completed certification within the first year of employment.
  • Experience with federal and non-federal research funding.
Equipment Utilized
Physical Demands and Work Environment
PHYSICAL DEMANDS: Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 25 lbs.
WORK ENVIRONMENT: Office environment. Moderate noise.
Special Conditions

Posting Details

Posting Number 22ST3669
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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