Program Assistant

Rutgers University; New Brunswick; On-site; USD 51,000 - 72,000; Full time

Job summary

Rutgers University seeks a Program Assistant for the Department of Medicine to oversee educational programs focused on subspecialty fellowships. The role involves liaising with accreditation bodies, maintaining databases, and coordinating fellows' participation in various events.

Benefits

Medical, prescription drug, and dental coverage

Paid vacation and holidays

Competitive retirement benefits

Employee and dependent educational benefits

Qualifications

• Requires a Bachelor's degree and 1 year of relevant experience.
• Must display confidentiality, accuracy, and efficiency.
• Excellent written, oral, and computer skills required.

Responsibilities

• Assist in oversight of Department of Medicine educational programs.
• Serve as a liaison between fellowship programs and accreditation bodies.
• Maintain databases for programs and fellows.

Skills

Confidentiality

Communication

Computer Skills

Education

Bachelor's Degree in Business Administration or related discipline

Tools

MS Word

MS Excel

MS PowerPoint

Job description

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Job Category Staff & Executive - Administrative & Support

Department

Department RWJ-Medicine-Chairman's Office-Meb

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 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.

Posting Summary

Rutgers, The State University of New Jersey, is seeking a Program Assistant for the department of Medicine at the Robert Wood Johnson Medical School.

The Program Assistant position assists in oversight of all Department of Medicine educational programs, with a focus on subspecialty fellowships. The individual will serve as a liaison between the fellowship programs at Rutgers Robert Wood Johnson Medical School; internal GME and affiliate training sites; and external accreditation bodies (i.e., AMA , ECFMG , AAMC , ACGME , ABIM , and specialty societies). The ideal candidate will demonstrate initiative, be willing to take direction, support the larger team, and contribute to the growth of the Department of Medicine’s educational mission.

Among the key duties of this position are the following:

• Under supervision, deliver the needs of various accreditation bodies, including, but not limited to, ACGME , ABIM , ECFMG , AAMC , NRMP and the New Jersey State Board of Medical Examiners.
• Complete annual mandated surveys for ACGME and FREIDA .
• Accurately track all needed documents for maintenance of programmatic accreditation, including preparation for all ACGME site visits, electronic submission of milestones provided by each program director, etc.
• Serve as the liaison between our training programs and the internal GME office.
• Maintain accurate and regularly updated databases for the programs and the fellows. This includes preparation of all needed fellow information lists, including master data list, contact information, questionnaires/forms, and attendance tracking at events.
• Coordinate fellows’ involvement and participation in Residency/Fellowship Research Day, Quality Improvement programs, Art and Business of Medicine Conferences, Medical Grand Rounds, and other departmental and divisional special events.
• Arrange for conference travel advances and reimbursement for fellows, with budgetary tracking.
• Coordinate logistics needed for the fellowships, such as computer training, purchasing of lab coats, housing opportunity list, beepers, the incoming fellows’ orientation, etc.

FLSA

FLSA Exempt

Grade

Grade 18S

Salary Details

Minimum Salary

Minimum Salary 51169.00

Mid Range Salary 60954.00

Maximum Salary

Maximum Salary 71835.00

Offer Information

The final salary offer may be determined by several factors, including, but not limited to, the candidate’s qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university’s broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent.

Rutgers offers a comprehensive benefits package to eligible employees, based on position, which includes:

• Medical, prescription drug, and dental coverage
• Paid vacation, holidays, and various leave programs
• Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options
• Employee and dependent educational benefits

This position requires a fully on-site work arrangement.

Union Description

Union Description HPAE 5094

Payroll Designation

Payroll Designation PeopleSoft

Seniority Unit

Terms of Appointment

Terms of Appointment Staff - 12 month

Position Pension Eligibility

Position Pension Eligibility ABP

Qualifications

Minimum Education and Experience

• Bachelor’s Degree in Business Administration or a related discipline, plus one (1) year of progressively more responsible professional experience inclusive of day-to-day operational, and program management responsibilities.
• Equivalent experience, education and/or training may be substituted for the education requirements.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• It is imperative that this individual possess confidentiality, accuracy and efficiency.
• Desired candidate must be adept at communicating with colleagues, display excellent written, oral, and computer skills, including facile use of MS Word, Excel, PowerPoint, and an ability to use internet-based surveys and tools.

Preferred Qualifications

Physical Demands and Work Environment

• Physical Demands: Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 25 lbs.

Special Conditions

Posting Number

Posting Number 25ST0102

Posting Open Date

Special Instructions to Applicants

Regional Campus

Regional Campus Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus

Home Location Campus Downtown New Brunswick

City

State

State NJ

Position Information Recruitment/Posting Title Program Assistant Job Category Staff & Executive - Administrative & Support Department RWJ-Medicine-Chairman's Office-Meb 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 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. Posting Summary Rutgers, The State University of New Jersey, is seeking a Program Assistant for the department of Medicine at the Robert Wood Johnson Medical School.

The Program Assistant position assists in oversight of all Department of Medicine educational programs, with a focus on subspecialty fellowships. The individual will serve as a liaison between the fellowship programs at Rutgers Robert Wood Johnson Medical School; internal GME and affiliate training sites; and external accreditation bodies (i.e., AMA , ECFMG , AAMC , ACGME , ABIM , and specialty societies). The ideal candidate will demonstrate initiative, be willing to take direction, support the larger team, and contribute to the growth of the Department of Medicine’s educational mission.

Among the key duties of this position are the following:

• Under supervision, deliver the needs of various accreditation bodies, including, but not limited to, ACGME , ABIM , ECFMG , AAMC , NRMP and the New Jersey State Board of Medical Examiners.
• Complete annual mandated surveys for ACGME and FREIDA .
• Accurately track all needed documents for maintenance of programmatic accreditation, including preparation for all ACGME site visits, electronic submission of milestones provided by each program director, etc.
• Serve as the liaison between our training programs and the internal GME office.
• Maintain accurate and regularly updated databases for the programs and the fellows. This includes preparation of all needed fellow information lists, including master data list, contact information, questionnaires/forms, and attendance tracking at events.
• Coordinate fellows’ involvement and participation in Residency/Fellowship Research Day, Quality Improvement programs, Art and Business of Medicine Conferences, Medical Grand Rounds, and other departmental and divisional special events.
• Arrange for conference travel advances and reimbursement for fellows, with budgetary tracking.
• Coordinate logistics needed for the fellowships, such as computer training, purchasing of lab coats, housing opportunity list, beepers, the incoming fellows’ orientation, etc.

FLSA Exempt Grade 18S Salary Details Minimum Salary 51169.00 Mid Range Salary 60954.00 Maximum Salary 71835.00 Offer Information The final salary offer may be determined by several factors, including, but not limited to, the candidate’s qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university’s broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent. Benefits Rutgers offers a comprehensive benefits package to eligible employees, based on position, which includes:

• Medical, prescription drug, and dental coverage
• Paid vacation, holidays, and various leave programs
• Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options
• Employee and dependent educational benefits
• Life insurance coverage
• Employee discounts programs

For detailed information on benefits and eligibility, please visit: http://uhr.rutgers.edu/benefits/benefits-overview . Position Status Full Time Working Hours (per week) Standard Hours 37.50 Daily Work Shift Work Arrangement This position requires a fully on-site work arrangement. Union Description HPAE 5094 Payroll Designation PeopleSoft Seniority Unit Terms of Appointment Staff - 12 month Position Pension Eligibility ABP Qualifications Minimum Education and Experience

• Bachelor’s Degree in Business Administration or a related discipline, plus one (1) year of progressively more responsible professional experience inclusive of day-to-day operational, and program management responsibilities.
• Equivalent experience, education and/or training may be substituted for the education requirements.

Certifications/Licenses Required Knowledge, Skills, and Abilities

• It is imperative that this individual possess confidentiality, accuracy and efficiency.
• Desired candidate must be adept at communicating with colleagues, display excellent written, oral, and computer skills, including facile use of MS Word, Excel, PowerPoint, and an ability to use internet-based surveys and tools.

Preferred Qualifications Equipment Utilized Physical Demands and Work Environment

• Physical Demands: Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 25 lbs.
• Work Environment: Office environment. Moderate noise.

Special Conditions Posting Details Posting Number 25ST0102 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. Immunization Requirements

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

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you have a Bachelor’s Degree in Business Administration or a related discipline, plus one (1) year of progressively more responsible professional experience inclusive of day-to-day operational, and program management responsibilities?
  • Yes
  • No

Required Documents

Resume/CV

Optional Documents

Cover Letter/Letter of Application

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 .

In compliance with the Americans with Disabilities Act (ADA) and the New Jersey Law Against Discrimination (NJLAD), if you have a disability and would like to request an accommodation with regard to your access to and/or your participation in the application and selection processes (for example, the online application process or interviews), please call 848-932-4444 or e-mail us .

Rutgers University is an equal access/equal opportunity institution. If you have trouble accessing this page because of a disability, please contact us at 732.745.7378 or via email at [e-mail] .

For technical assistance with the applicant tracking system (login, filling out your application, resetting your password, etc.) please contact the ROCS Help Desk at 848-932-4444 or [e-mail] .

To learn more about Rutgers University’s commitment to diversity and inclusion on its campuses, click here .