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Executive Assistant to the Chair

Rutgers University

Job Description

Position Details

Position Information

Recruitment/Posting Title Executive Assistant to the Chair
Job Category Staff & Executive - Administrative & Support
Department NJMS-Orthopaedics
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.
Rutgers RBHS is an anchor institution that boasts locations in Newark, New Jersey, a city of promise.
Posting Summary
Rutgers, the State University of New Jersey, is seeking an Executive Assistant to the Chair for the Department of Orthopaedics within the New Jersey Medical School. Under the direction of the Chair of Orthopaedics, the Executive Assistant provides advanced, diversified and confidential administrative support to the Chair and his/her appointees and exercises discretion and judgement in handling day to day matters on behalf of the Chair. Identifies internal matters affecting the department; conceptualizes plans, recommends, and implements courses of action for the resolution of issues and the maintenance of positive operating climate.
Among the key duties of this position are the following:
  • Provides support to the Chair and the Chair’s office; welcomes guests, staff and other persons by telephone, email, and/or directly addresses and assists in their needs. The Executive Assistant acts as the point of contact for the Chair’s office for both internal and external needs.
  • Maintains the Chair’s calendar as it relates to his departmental and professional commitments, as well as the demands from Rutgers-New Jersey Medical School and University Hospital. This includes, but is not limited to, scheduling meetings, interviews, appearances, conferences and travel arrangements and reimbursements.
  • Plans, schedules and follows up on the work needs of the department as it relates to effectiveutilization of equipment and materials (i.e., work order requests, office relocations, office supplies, catering needs, etc.).
  • Investigates assigned matters and prepares materials for review, providing input and support for departmental decisions and processes relating to faculty and residency programs.
  • Prepares and finalizes repo1ts and correspondences at the direction of the Chair.
  • Updates and maintains Emergency Medicine administrative policies and procedures applicable to ensure a stable, efficient, and cooperative working environment.
  • Identifies departmental needs for and maintains confidential files and correspondences.

Position Status Full Time
Hours Per Week
Daily Work Shift Day
Work Arrangement
FLSA Exempt
Grade 26S
Position Salary $82,000
Annual Minimum Salary 75272.000
Annual Mid Range Salary 95219.000
Annual Maximum Salary 115169.000
Standard Hours 37.50
Union Description Non-Union
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.
Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP


Minimum Education and Experience
  • Bachelor’s Degree in Business or Public Administration, or a related field plus five (5) years of progressively more responsible, related professional and/or administrative experience in in financial, operational, and personnel management, preferably in medical/higher education settings.
  • Equivalent education, experience and/or training may be substituted for the educational requirements.
Required Knowledge, Skills, and Abilities
  • Exemplary planning and time management skills, including the ability to coordinate multiple simultaneous tasks and prioritize daily workload.
  • Strong skills in Microsoft Office with emphasis in MS Word, Excel, and PowerPoint presentation.
Preferred Qualifications
  • Master’s Degree is preferred, and strong considerations will be given to previous experience as an Executive Assistant.
Equipment Utilized
Physical Demands and Work Environment
  • Must be able to exert force up to thirty-five pounds.
Special Conditions

Posting Details

Posting Number 23ST0011
Posting Open Date
Special Instructions to Applicants
Regional Campus Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus Newark (RBHS)
City Newark
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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