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Management Assistant

Job Description


Position Details


Position Information


Recruitment/Posting Title Management Assistant
Job Category Staff & Executive - Administrative & Support
Department NJMS-Office of the COO-Tss
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.
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 a Management Assistant for the Office of the COO within the New Jersey Medical School.  Under the direction of the COO, the Management Assistant provides general administrative and management support. The incumbent will coordinate office operations and serves as liaison with various units and administrative offices throughout the University.
Among the key duties of this position are the following:
  • Plans and schedules the work of the department’s secretarial/administrative section to make maximum effective utilization of employees, equipment and materials within budgetary requirements.
  • Responsible for personnel matters for the Center for Immunity and Inflammation; maintains time and attendance records, ensures timely completion of forms for Human Resources, Payroll, etc.
  • Acts as principal liaison with various administrative departments and units of the University. Responsible for timely follow-up of problems and questions, and maintains a log and documentation of same.
  • Oversees the maintenance of department records and ensures that files and recordkeeping systems meet the needs of the department.
  • Composes correspondence; creates and maintains databases and spreadsheets as required.
  • Coordinates fiscal procedures within the office, including budget implementation and control.
  • Ensures that expenditures are in accordance with allocation of funds. Responsible for PO’s, Check Requests, travel reimbursement, etc.  

Position Status Full Time
Hours Per Week
Daily Work Shift Day
FLSA Exempt
Grade 20S
Position Salary $59,491
Annual Minimum Salary 51688.000
Annual Mid Range Salary 61720.000
Annual Maximum Salary 73062.000
Standard Hours 37.50
Union Description HPAE, Local 5094
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.
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

Qualifications


Minimum Education and Experience
  • Bachelor’s Degree in Business Administration, Finance or a related field, plus one (1) year of experience involving the review, analysis and evaluation of financial, organizational, and/or administrative practices in a business or government agency.
  • Applicants may substitute experience as indicated for the educational requirement. 
Certifications/Licenses
Required Knowledge, Skills, and Abilities
  • Must be proficient in computer applications as required by department.
  • Demonstrated strong customer service orientation. Knowledge of computer programs is required, including MS Word, Excel, PowerPoint, Oracle, and Adobe Acrobat.
  • Outstanding human relations and leadership skills and the ability to function in a team environment. 
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment
  • Must be able to lift up to ten (10) pounds. 
Special Conditions

Posting Details


Posting Number 22ST2557
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.



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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