Management Assistant

Rutgers University; Newark (NJ); Hybrid; USD 57,000 - 80,000; Full time

Benefits offered by this job

Medical, prescription drug, and dental

Paid vacation and holidays

Competitive retirement benefits

Educational benefits

Life insurance

Employee discount programs

Job summary

Rutgers University – Rutgers School of Health Professions (SHP) seeks a Management Assistant to support the Research Administration and MSST division of the SHP Dean’s Office.

The role provides high-level administrative support to research faculty and staff, executes data collection, entry, and analysis, and coordinates activities and events for assigned projects. Hybrid work arrangements may be available.

Qualifications

• Bachelor’s degree in a related field with 1 year of administrative experience.
• Additional related experience may substitute the degree on a year-for-year basis.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and Adobe Professional.

Responsibilities

• Assist in sending communications for events, meetings, and SHP faculty.
• Process grant-related and non-grant related expenses for Tenure Track Research Faculty.
• Procure supplies and equipment and manage inventory databases; monitor spaces for maintenance.
• Assist Work-In-Progress Seminar Series.
• Coordinate scheduling, meeting summaries, and basic document preparation for the Associate Dean for Research.

Skills

Microsoft Office

Adobe Professional

Communication skills

Education

Bachelor’s degree

Tools

Microsoft Excel

PowerPoint

Adobe Acrobat

Job description

Job Category Staff & Executive - Administrative & Support

Department

Department School of Health Professions

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-Administration.

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 executes assignments and tasks requiring data collection, information gathering and analysis, data entry/retrieval, and database maintenance. The Management Assistant also coordinates 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 56516.000

Mid Range Salary 67485.000

Maximum Salary 79886.000

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

Working Hours

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

Terms of Appointment

Staff - 12 month

Position Pension Eligibility

ABP

Qualifications

Minimum Education and Experience

• Bachelor’s degree in a related field. Plus one (1) year of relevant administrative experience.
• Additional related experience may be substituted for the degree on a year-for-year basis.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Must be proficient in Microsoft Office (Word, Excel, and PowerPoint) and Adobe Professional.

Preferred Qualifications

• 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.
• Must demonstrate excellent oral and written communication skills.
• Ability to exercise discretion and independent judgment at all times is required.

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.

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

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you have a bachelor’s degree in a related field, or an equivalent combination of education, training, and/or experience, and at least one (1) year of relevant administrative experience?
  • Yes
  • No

Required Documents

• Resume/CV

Optional Documents

• Cover Letter/Letter of Application

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: Non-Discrimination-Statement .