Management Assistant

Rutgers University; Newark (NJ); On-site; USD 55,000 - 79,000; Full time

Job summary

Rutgers University is seeking a Management Assistant for the SHP - Dean’s Office in Newark. This role entails providing high-level administrative support within the Research Administration team, ensuring smooth operations of research faculty and faculty coordination. Applicants should possess administrative experience and a relevant degree alongside proficiency in communication and office software tools.

Benefits

Medical, prescription drug, and dental coverage

Paid vacation and leave programs

Competitive retirement benefits

Employee educational benefits

Qualifications

• Requires 1 year of administrative experience in similar settings.
• Experience with scheduling, meeting coordination, and report writing present.
• Ability to lift up to 25 pounds described.

Responsibilities

• Provides high-level administrative support to research faculty.
• Coordinates activities and events for projects and programs.
• Processes grant-related expenses and maintains inventory databases.

Skills

Excellent oral and written communication skills

Discretion and independent judgement

Proficiency in Microsoft Office

Education

Bachelor’s degree in business administration or related field

Tools

Microsoft Office

Adobe Professional

Job description

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Job Category Staff & Executive - Administrative & Support

Department

Department SHP-Dean's office-Admin

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 School of Health Professions ( SHP ) is seeking a Management Assistant to work in the Research and MSST Division of the SHP -Dean’s Office.

Under direction of Sr. Director, Research Administration, the Management Assistant provides high-level administrative support to the School of Health Professions’ Office of Research and Methodology and Statistics Support Team ( MSST ). The Management Assistant is responsible for providing administrative support to research faculty and staff. Additionally, the Management Assistant will execute assignments and tasks requiring data collection, information gathering and analysis, data entry/retrieval, and database maintenance. The Management Assistant will also coordinate activities and events for assigned projects and programs.

Essential duties and responsibilities include the following:

• Assists in sending out communications for events, meetings, and other communications to SHP Faculty from our Research Office.
• Processes grant-related expenses (i.e. consultants, supplies, travel) and non-grant related expenses for Tenure Track Research Faculty, including some select Research Faculty.
• Manages the procurement of supplies and equipment, maintains the facilities supply inventory and associated databases. Monitors spaces for required maintenance and distributes supplies as needed.
• Assists School’s Work-In-Progress Seminar Series.
• Assists Associate Dean for Research in administrative coordination, scheduling, meeting coordination, meeting summaries, and helps with basic document preparation.

FLSA

FLSA Exempt

Grade

Grade 20S

Salary Details

Minimum Salary

Minimum Salary 55626.00

Mid Range Salary 66422.00

Maximum Salary

Maximum Salary 78628.00

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

Consistent with the current application of Rutgers Policy 60.3.22 or the applicable provisions of relevant collective negotiations agreements, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, are subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System.

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 related field plus one (1) years of administrative experience in a government agency, university setting or large business office with experience and responsibility in scheduling, coordination of meeting, preparation of agendas, minute taking, report writing, data collection and data presentation.
• Additional related experience may be substituted for the degree on a year-for-year basis.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Must demonstrate excellent oral and written communication skills.
• Ability to exercise discretion and independent judgement at all times is required.
• Must be proficient in Microsoft Office (Word, Excel, and PowerPoint) and Adobe Professional.

Preferred Qualifications

Physical Demands and Work Environment

PHYSICAL DEMANDS :
Standing, sitting, walking, talking or hearing.
No special vision requirements.
Must be able to lift or exert force up to 25 pounds.

WORK ENVIRONMENT :
Office environment.
Moderate noise.

Special Conditions

Daily work schedule: 9:00am to 5:00pm

Posting Number

Posting Number 25ST0736

Posting Open Date

Special Instructions to Applicants

Regional Campus

Regional Campus Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus

Home Location Campus Newark (RBHS)

City

City Newark

State

State NJ

Position Information Recruitment/Posting Title Management Assistant Job Category Staff & Executive - Administrative & Support Department SHP-Dean's office-Admin 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 School of Health Professions ( SHP ) is seeking a Management Assistant to work in the Research and MSST Division of the SHP -Dean’s Office.

Under direction of Sr. Director, Research Administration, the Management Assistant provides high-level administrative support to the School of Health Professions’ Office of Research and Methodology and Statistics Support Team ( MSST ). The Management Assistant is responsible for providing administrative support to research faculty and staff. Additionally, the Management Assistant will execute assignments and tasks requiring data collection, information gathering and analysis, data entry/retrieval, and database maintenance. The Management Assistant will also coordinate activities and events for assigned projects and programs.

Essential duties and responsibilities include the following:

• Assists in sending out communications for events, meetings, and other communications to SHP Faculty from our Research Office.
• Processes grant-related expenses (i.e. consultants, supplies, travel) and non-grant related expenses for Tenure Track Research Faculty, including some select Research Faculty.
• Manages the procurement of supplies and equipment, maintains the facilities supply inventory and associated databases. Monitors spaces for required maintenance and distributes supplies as needed.
• Assists School’s Work-In-Progress Seminar Series.
• Assists Associate Dean for Research in administrative coordination, scheduling, meeting coordination, meeting summaries, and helps with basic document preparation.

FLSA Exempt Grade 20S Salary Details Minimum Salary 55626.00 Mid Range Salary 66422.00 Maximum Salary 78628.00 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 Consistent with the current application of Rutgers Policy 60.3.22 or the applicable provisions of relevant collective negotiations agreements, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, are subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System. 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 related field plus one (1) years of administrative experience in a government agency, university setting or large business office with experience and responsibility in scheduling, coordination of meeting, preparation of agendas, minute taking, report writing, data collection and data presentation.
• Additional related experience may be substituted for the degree on a year-for-year basis.

Certifications/Licenses Required Knowledge, Skills, and Abilities

• Must demonstrate excellent oral and written communication skills.
• Ability to exercise discretion and independent judgement at all times is required.
• Must be proficient in Microsoft Office (Word, Excel, and PowerPoint) and Adobe Professional.

Preferred Qualifications Equipment Utilized Physical Demands and Work Environment PHYSICAL DEMANDS :
Standing, sitting, walking, talking or hearing.
No special vision requirements.
Must be able to lift or exert force up to 25 pounds.

WORK ENVIRONMENT :
Office environment.
Moderate noise. Special Conditions Daily work schedule: 9:00am to 5:00pm Posting Details Posting Number 25ST0736 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 Stanley S Bergen Building
65 Bergen St
Newark, NJ 07107 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 related field plus one (1) years of administrative experience in a government agency, university setting or large business office with experience and responsibility in scheduling, coordination of meeting, preparation of agendas, minute taking, report writing, data collection and data presentation?
  • 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 .