Position Details

Position Information

Recruitment/Posting Title	Executive Assistant
Job Category	Staff & Executive - Administrative & Support
Department	RWJ-Office of the Dean
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, The State University of New Jersey is seeking an Executive Assistant in the Office of the Dean at the Robert Wood Johnson Medical School. The Executive Assistant provides advanced, diversified and confidential administrative and management support within the Office of the Dean- Robert Wood Johnson Medical School. Exercises considerable discretion and independent judgement. Coordinates projects, correspondence, reports, and fiscal procedures for the department. Coordinates the Dean’s schedule and commitments with key administrators, staff and faculty. Assists the Dean in handling a broad range of internal and external activities and special projects relating to the teaching, research and clinical missions of the school. May supervise administrative and secretarial support services. Among the key duties of this position are the following: Assists the Dean in coordinating and implementing academic, administrative, and operational tasks with senior administrators, chairpersons, faculty, staff and students. Oversees the maintenance and organization of the dean’s calendar, including phone log, meetings, preparation of materials, conferences, travel arrangements, and expense reimbursements. Opens, sorts and distributes the deans mail; prepares and distributes correspondence of a confidential nature. Conducts research and studies on assigned matters and prepares reports with background material, providing input and support for policy decisions and formulation. Reviews incoming correspondence and paperwork to minimize the Dean’s time spent in this activity. Redirects items which do not require the Dean’s attention to the appropriate departments within the school. Maintains comprehensive knowledge of University and Department’s policies and procedures. Independently handles projects as assigned by the Dean or his Administrator which is of a confidential nature, containing information relating to union negotiations, compensation related materials, and other union matters. Acts as liaison with clinical department chairs and other executive level personnel. Manages the Office of the Dean. Assures availability and recommends purchases of sufficient office supplies and equipment. Oversees personnel, including staff hires, promotions, merit increases, disciplinary actions and other personnel changes in accordance with established University policies.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement
FLSA	Exempt
Grade	28S
Position Salary
Annual Minimum Salary	82991.000
Annual Mid Range Salary	104984.000
Annual Maximum Salary	126977.000
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.
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, Management or a related discipline, plus at least five (5) years of progressively responsible management experience in business, education or health care environment. Equivalent education, experience and/or training may be substituted for the degree requirements.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Excellent writing, organization and communication skills are essential. Experienced with software packages such as Word, Banner, Marketplace. Ability to work well with all levels within the organization, including school officials, faculty, staff, students and community physicians and leaders. Demonstrated ability to be a self-starter who works independently, in addition to being a team player, flexible and able to shift priorities while maintaining a high level of detail when meeting deadlines. Must be available for special functions, meetings and projects that may be scheduled on or off-site, during regular business hours, evenings or weekends.
Preferred Qualifications	Master’s Degree.
Equipment Utilized
Physical Demands and Work Environment	PHYSICAL DEMANDS: Standing, sitting, walking, talking and hearing. No special vision requirements. Ability to lift or exert force up to 25 lbs. WORK ENVIRONMENT: Office environment. Moderate noise.
Special Conditions

Posting Details

Posting Number	22ST1983
Posting Open Date
Special Instructions to Applicants
Regional Campus	Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus	Downtown New Brunswick
City	New Brunswick
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