Executive Assistant

Rutgers University; New Brunswick (NJ); On-site; USD 87,000 - 133,000; Full time

Benefits offered by this job

Medical, prescription drug, and dental

Paid vacation and holidays

Retirement benefits

Educational benefits

Life insurance

Employee discount programs

Job summary

Rutgers University seeks an Executive Assistant for the department of OB/GYN at the Robert Wood Johnson Medical School. The role provides advanced, confidential support to the Chair of Obstetrics, Gynecology, and Reproductive Sciences, managing complex scheduling, travel, and special projects with discretion and professional liaison to internal and external stakeholders.

The position requires strong writing and organizational skills, ability to work independently and as part of a team, and a

Qualifications

• Bachelor's Degree (master's preferred) plus at least three years of professional level experience in a business, education, or health care environment.
• Experienced with software packages such as Microsoft Office Suite, Banner, Marketplace.

Responsibilities

• Coordinates academic, administrative, and operational tasks with senior administrators, chairpersons, faculty, staff, and students.
• Maintains a master schedule of the chair's standing meetings with deans, presidents, and committees.
• Oversees the chair's calendar, travel arrangements, materials, and expense reimbursements; handles confidential correspondence.
• Transcribes and distributes minutes; maintains follow-up schedules for actions/decisions.
• Prepares reports and material to support policy decisions and formulation.
• Redirects items to appropriate departments to minimize the chair's time.

Skills

Excellent writing

Communication skills

Independent worker

Education

Bachelor's degree (master's preferred)

Tools

Microsoft Office Suite

Banner

Marketplace

Job description

Company 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 an Executive Assistant for the department of OB/GYN at the Robert Wood Johnson Medical School.

The Executive Assistant provides advanced, confidential, and highly diversified administrative and operational support to the Chair of Obstetrics, Gynecology, and Reproductive Sciences. Serving as a trusted partner to the Chair, the Executive Assistant manages complex scheduling and travel logistics, coordinates high-priority activities, and supports a broad range of departmental initiatives and special projects. This role exercises considerable discretion, sound judgment, and independence in managing sensitive matters, while serving as a key liaison for internal and external stakeholders. The Executive Assistant fosters positive relationships through responsive, professional, and customer-focused service, helping to ensure the effective operation of the Chair's office and the success of departmental goals.

Duties

• Assists the Chair in coordinating and implementing academic, administrative, and operational tasks with senior administrators, chairpersons, faculty, staff and students. Support in maintaining a stable, efficient and cooperative working environment.
• Maintains a master schedule of the entire executive's standing meetings involving senior executives, i.e., Deans, President/CEO's across the University and health system including, committees and other internal and external events. Coordinates and maintains a daily and long range calendar for the Chair in an effective and efficient manner.
• Oversees the maintenance and organization of the Chair's calendar, including phone log, meetings, preparation of materials, conferences, travel arrangements, and expense reimbursements. Opens, sorts and distributes the mail; prepares and distributes correspondence of a confidential nature. Under direction, solicits and prepares agenda items, transcribes and distributes recorded minutes, and maintains a follow-up schedule for actions/decisions. Prepares minutes for the executive's approval. Follows up with action items as appropriate.
• 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 Chair's time spent in this activity. Redirects items which do not require the Chair's attention to the appropriate departments within the school.

Salary

Minimum Salary: 87004.000

Mid Range Salary: 110062.000

Maximum Salary: 133119.000

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 provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include:

• 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 (when applicable)
• Life insurance coverage
• Employee discount programs

Position Details

Position Status: Full Time

Working Hours: 37.50

Work Arrangement: This position requires a fully on-site work arrangement.

Union Description: MPSC - Legacy UMD

Payroll Designation: PeopleSoft

Terms of Appointment: Staff - 12 month

Position Pension Eligibility: ABP

Qualifications

• Bachelor's Degree (master's preferred), plus at least three (3) years of professional level experience in a business, education, or health care environment.
• Experienced with software packages such as Microsoft Office Suite, Banner, Marketplace.
• Equivalent education, experience and/or training may be substituted for the degree requirements.

Required Knowledge, Skills, and Abilities

• Excellent writing, organization and communication skills are essential.
• 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.

Physical Demands and Work Environment

• Physical Demands: Standing, sitting, walking, talking or hearing. No special vision requirements. Ability to lift or exert force up to 25 pounds.
• Work Environment: Office environment. Moderate noise.

Special Conditions

• Must be available for special functions, meetings and projects that may be scheduled on or off-site, during regular business hours, evenings or weekends.

Posting Details

• Posting Number: 26ST1840
• Regional Campus: Rutgers Biomedical and Health Sciences (RBHS)
• Home Location Campus: Downtown New Brunswick
• City: New Brunswick
• State: NJ

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.

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 encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement