Executive Assistant to Chair

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

Benefits offered by this job

Medical benefits

Vacation and leave programs

Retirement benefits

Educational benefits

Life insurance

Employee discount programs

Job summary

Rutgers University seeks an Executive Assistant to the Chair in the Department of Otolaryngology-Head and Neck Surgery within NJMS. This role provides confidential administrative and management support, coordinating projects, correspondence, and fiscal procedures for the Chair and office with discretion.

The position requires planning, research, and strong communication skills, with on-site work and adherence to university policies.

Qualifications

• Bachelor's Degree in Business/Public Administration or related field; minimum five (5) years of progressively responsible relevant experience in financial, operational, or personnel management.
• Equivalent experience, education and/or training may be substituted for the education requirements.

Responsibilities

• Provide support to the Chair and the Chair's Office.
• Plan and schedule the department's work needs to maximize time, resources, equipment and materials within budget.
• Conduct research and prepare reports with background material for policy decisions and formulation.
• Coordinate projects and prepare correspondence, reports, and manage fiscal procedures for the Chair.
• Update and maintain administrative policies and procedures to maintain an efficient environment; analyze information requests and develop solutions.
• Identify departmental needs and maintain confidential files and correspondence.

Skills

Clinical practice management

Staff oversight

Financial reporting

Verbal and written communication

Education

Bachelor's Degree in Business/Public Administration

Equivalent experience substitution

Job description

Position Details

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.

Rutgers, The State University of New Jersey, is seeking an Executive Assistant to Chair in the Department of Otolaryngology-Head and Neck Surgery within the New Jersey Medical School (NJMS). This position provides advanced, diversified and confidential administrative and management support within a department or executive office of the University. Exercises considerable discretion and independent judgement. Coordinates projects, correspondence, reports, and fiscal procedures for the department.

• Provides support to the Chair and the Chair's Office.
• Plans and schedules the work needs of the department to make maximum effective utilization of time, resources, equipment and material within budgetary requirements.
• Conducts research and studies on assigned administrative matters and prepares reports with background material, providing input and support for policy decisions and formulation.
• Coordinates projects and prepares correspondence, reports, and handles fiscal procedures for the Chair.
• Updates and maintains administrative policies and procedures applicable to the department to maintain a stable, efficient and cooperative working environment. Analyzes complex information requests. Investigates and develops solutions to administrative problems, identifies and eliminates unnecessary practices.
• Identifies departmental needs and maintain confidential files and correspondence.

FLSA: Exempt

Grade: 26S

Salary Details

• 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

• 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 Status: Full Time

Standard 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 in Business/Public Administration or related field, plus a minimum five (5) years of progressively more responsible relevant experience in financial, operational, or personnel management required.
• Equivalent experience, education and/or training may be substituted for the education requirements.

Required Knowledge, Skills, and Abilities

• Requires knowledge in clinical practice management, overseeing staffing, and financial reporting.
• Requires strong multi-directional verbal and written communication skills.

Preferred Qualifications

• Preferably, in medical/higher education settings.

Physical Demands and Work Environment

• May require some minimal lifting (examples: computers and printers), and setting up tables for meetings and events.

• Office and Clinical Practice Working settings.

Posting Details

• Posting Number: 26ST1722
• Regional Campus: Rutgers Biomedical and Health Sciences (RBHS)
• Home Location Campus: Newark (RBHS)
• City: Newark
• 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