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Program Assistant
Rutgers University in New Brunswick, New Jersey
Date Posted 10/15/2021
Admin-Other Administrative Positions
Employment Type
Application Deadline Open until filled

Position Details
Recruitment/Posting Title Program Assistant
Job Category Staff & Executive - Administrative & Support
Department NJMS-Cancer Center
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 six centers and institutes that focus on cancer treatment and research, neuroscience, clinical and translational research, 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 including New Brunswick, Piscataway, Newark, Scotch Plains, Somerset, Blackwood, and other locations. Clinical partners include Robert Wood Johnson University Hospital in New Brunswick, 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 Univiersity of New Jersey is seeking a Program Assistant for the Center for Cell Signaling within the New Jersey Medical School.
The primary purpose of the Program Assistant position is to provide high level confidential administrative services and support to the Center for Cell Signaling.  Processes all non-faculty related human resource documents including but not limited to hiring, terminations, salary increases, organizational changes and VISA applications. Provides support with the Center’s programs including the seminar series and graduate courses.  Prepares and processes requisitions relating to Center and faculty travel and other expenses.  Serves as a liaison with various offices within and outside the University.
Among the key duties of this position are the following:
  • Using Marketplace, processes requisitions and obtains purchase order numbers. This includes duplicating and distributing copies for appropriate faculty and staff.
  • Contacts vendors and/or Accounts Payable, if necessary, regarding orders and/or billing.
  • Coordinates the seminar schedules of the Center, which entails confirmation correspondences to speakers and hosts, prepares follow-up correspondence, arranges for internal and external advertising, secures honoraria and requisitions, and arranges refreshments and luncheons.
  • Maintains expense records.
  • Confirms seminar titles and arranges for travel and lodging, if necessary.
  • Arranges for rooms and audiovisual equipment as needed.
  • Types and distributes schedules and announcements on a timely basis. Update Center’s website with seminar schedules on a timely basis.
  • Coordinates the WIP (Work in Progress), which entails developing the Fall and Winter schedule of the speakers. Contacting PIs to have their students and postdoctoral fellows sign-up to give a talk. Typing the announcements and distributing it within the Cancer Center building. Keep the schedule up to date.
  • Prepares and processes the J-1 and H1-B VISA applications, including coordinating new and extension requests with Office of Global Services. 
Position Status Full Time
Hours Per Week
Daily Work Shift Day
FLSA Exempt
Grade 17S
Position Salary $45,447
Annual Minimum Salary 44508.000
Annual Mid Range Salary 52966.000
Annual Maximum Salary 62387.000
Standard Hours 37.50
Union Description HPAE, Local 5094
Payroll Designation PeopleSoft

Information about the benefits provided to Rutgers employees can be found at: http://uhr.rutgers.edu/benefits/benefits-overview

Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP

Minimum Education and Experience
  • Bachelor’s Degree.
  • Experience with preparing J-1 and H-1 Visa applications.
  • Equivalent education, experience, and/or training may be substituted for the degree requirements. 
Required Knowledge, Skills, and Abilities
  • Knowledge and experience in Cornerstone-Peoplesoft, Marketplace, Expense Management, and Microsoft Excel.    
Preferred Qualifications
  • Two (2) years of experience relevant to the administrative functions and practices of a teaching and research department. 
Equipment Utilized
Physical Demands and Work Environment
  • Lifting up to 25 lbs. 
Special Conditions

Posting Number 21ST3236
Posting Open Date
Special Instructions to Applicants
Regional Campus Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus Newark (RBHS)
Location Details

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