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Secretary I
Rutgers University in New Brunswick, New Jersey
Date Posted 05/11/2022
Admin-Secretary and Administrative Assistants
Employment Type
Application Deadline Open until filled

Position Details
Position Information

Recruitment/Posting Title Secretary I
Job Category Staff & Executive - Healthcare - Administrative Services
Department RWJ-Pediatrics-Cardiology
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 Secretary I in Pediatrics at Robert Wood Johnson Medical School.
As the executive or senior level secretary, provides high level confidential, secretarial services and assists with the administrative activities of the offices for the Divisions of Pediatric Cardiology Medicine and Section of Pediatric Allergy and other divisions as needed. Coordinates the activities for assigned projects and programs.
Among the key duties of this position are the following:
  • Performs a wide variety of typing assignments, including correspondence, reports and recommendations, often of a confidential nature.
  • Composes correspondence for signature. Uses various PC software packages such as word processing, spreadsheets, graphics, etc. to produce high-quality documents. Creates tables, charts and graphs, as required.
  • Determines work procedures; prepares work schedules and expedites workflow. Evaluates secretarial, clerical procedures, establishes standards and institutes new or modified procedures.
  • Answer phones and triages all calls for the divisions. Arranges conference calls.
  • Ensures physician medical licensure, including DEA and CDS and other applicable certification are current according to guidance from hospital and medical school guidelines.
  • Assists in the dissemination of information by email and or telephone across divisions with regard to semi-annual faculty effort reports, annual faculty evaluations, ethics training, meetings and conferences, and any other mandated RUTGERS requirements for all of both divisions and keeps copies of same.
  • Submits payroll requests for all overtime worked by division members. Prepares and submits travel advances and reimbursement reports. Uses Marketplace for submission of purchase orders.
  • Maintains supervisor’s and/or department calendar, establishing priorities and scheduling appointments at own discretion.
  • Creates and maintains database and spreadsheet files and mailing lists. Incumbent maintains divisional files including data on all division members. Distributes mail for Division.
  • Coordinates coverage schedule for the community pediatricians by the faculty group.
  • Preparation of check requests for memberships, subscription, travel, etc.
  • Schedules candidates’ interviews in support of faculty recruitment efforts. Schedules travel and lodging when appropriate. Oversees or makes detailed travel arrangements for supervisor and other department personnel as required. Coordinates and arranges both division’s monthly meetings, prepares agendas, reserves and prepares facilities, orders AV equipment for meetings. Records and transcribes minutes of meetings. Distributes minutes to all attendees in a timely manner.
  • Knowledge of EDIM software including but not limited to pulling up daily reports, monthly charges, daily checks on chart completion.
  • Knowledge of Patient Keeper software including, but not limited to, daily checks of patient billing, sending billing forward. Knowledge of SCM software including, but not limited to, retrieving patient information.
Position Status Full Time
Hours Per Week
Daily Work Shift Day
FLSA Nonexempt
Grade 2000
Position Salary
Annual Minimum Salary 25.810
Annual Mid Range Salary 26.310
Annual Maximum Salary 27.100
Standard Hours 35.00
Union Description Teamsters, Local 97
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

Rutgers University requires all new 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 employee a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment provide proof they have received a booster upon eligibility and upload proof of same. Based on current guidance, individuals are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccine approved or authorized for emergency use in the United States or a vaccine that has been listed for emergency use by the World Health Organization. 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 candidate’s offer of employment or disciplinary action up to and including termination.

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


Minimum Education and Experience
  • Graduation from an accredited program in secretarial studies, plus four (4) years of full-time secretarial experience required.
  • An additional year of experience is required in lieu of the secretarial program.
  • College credits may be substituted on a year-for-year basis for secretarial experience. Up to sixty (60) credits may be substituted for two (2) years of secretarial experience.
Required Knowledge, Skills, and Abilities
  • Proficiency in typing and experience with word processing packages.
  • Experience with additional software packages as required by the department.
  • Demonstrated interpersonal skills.
  • Excellent writing, organization and communication skills are essential.
  • The ability to work well with the University administration, faculty, staff, and students is necessary.
  • Must possess the ability to function in a team environment as well as independently.
  • Knowledge of EDIM, Patient Keeper, and SCM.
Preferred Qualifications
  • Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint), Banner, Controller’s Report Library, and Marketplace.
Equipment Utilized
Physical Demands and Work Environment
  • PHYSICAL DEMANDS: Standing, sitting, walking, talking or hearing. No special vision requirements. Ability to lift or exert up to 25 lbs.
  • WORK ENVIRONMENT: Office environment. Moderate Noise.
Special Conditions

Posting Details

Posting Number 21ST3972
Posting Open Date
Special Instructions to Applicants
Regional Campus Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus Downtown New Brunswick
Location Details
New Brunswick, New Jersey

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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