Position Details

Position Information

Recruitment/Posting Title	Executive Assistant
Job Category	Staff & Executive - Administrative & Support
Department	RSDM-Student Affairs
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 School of Dental Medicine (RSDM) is seeking an Executive Assistant for the Office of Vice Dean.  The Executive Assistant will provide a high level of confidential and diversified administrative support to the Vice Dean, and will serve a key role in promoting effective and efficient operations within the office.  The successful candidate will exercise considerable discretion and independent judgement in handling day-to-day matters on behalf of the Vice Dean.  The Executive Assistant will manage the day-to day administrative functions and programs of the Vice Dean’s office and divisions within the Office of Student Affairs (Student Affairs, Diversity & Inclusion and Registrar) and will collaborate with the Program Administrator concerning the two divisions in the Office for Academic Affairs (Academic Affairs and Continuing Dental Education). Essential duties and responsibilities include the following: Coordinates and manages special projects and programs for the Vice Dean to ensure successful outcomes and that timelines are met. Serves as liaison between departments of the dental school and other Rutgers business units including but not limited to the following offices:  General Counsel, Purchasing, Human Resources, IST, Payroll, etc.  Initiates correspondence and all relative requested reports as related to the departments/units, attends meetings, representing the RSDM Vice Dean, and Student Affairs. Develops and submits administrative plans to ensure that the effective and efficient implementation and control of administrative outcomes are achieved and deadlines are met. Along with the Program Administrator of the Office for Academic Affairs, develops an annual schedule for the development of staff and training to expand skill sets. Consults with the Vice Dean for the hiring, promoting, disciplinary actions and other personnel changes in conjunction with Human Resources and Labor Relations. Analyzes and interprets the departmental operating budget with a view toward ensuring their appropriate use; manages budgets and maintains records of fiscal expenditures.  In preparation for future Commission on Dental Accreditation (CODA) site visits, supports Accreditation Review Committee. Understands and adheres to Rutgers’ compliance standards as they appear in RBHS’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement
FLSA	Exempt
Grade	26S
Position Salary
Annual Minimum Salary	81219.000
Annual Mid Range Salary	102743.500
Annual Maximum Salary	124268.000
Standard Hours	37.50
Union Description	Non-Union
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	ABP

Qualifications

Minimum Education and Experience	Graduation from an accredited college with a Bachelor’s Degree plus three (3) years of administrative experience.  Additional related experience may be substituted for the degree on a year-for-year basis.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Outstanding human relations and leadership skills, and the ability to function in a team environment. Demonstrated knowledge is necessary of how to accomplish superior performance in a unionized environment.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number	23ST2498
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 vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. 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