Program Assistant

Rutgers University; New Brunswick (NJ); On-site; USD 59,000 - 83,000; Full time

Benefits offered by this job

Medical, prescription drug, and dental

Paid vacation and holidays

Competitive retirement benefits

Educational benefits for employees and

dependent education

Life insurance

Employee discount programs

Job summary

Rutgers University in New Brunswick, NJ, invites applications for an administrative support role essential to the daily operations of the assigned division. The position handles correspondence, travel and expense processing, credential updates, and coordination of speaker visits from out of town.

This full-time role requires a Bachelor’s degree plus two years of related experience, with proficiency in Microsoft Word, Excel, PowerPoint, Visio and Access.

Qualifications

• Bachelor's Degree in a relevant field plus two years related administrative and/or program support experience in a business office, government agency or university setting required.
• Equivalent experience, education and/or training may be substituted for the education requirements.

Responsibilities

• Assists with day-to-day office responsibilities for the assigned divisions.
• Provides administrative support to the assigned division including all correspondence, travel, and check requests.
• Responsible for updating credential requests, reapplication appointments, and purchasing related requests.
• Documents and processes vacation/conference requests, ad hoc clinic closures, and physician coverage.
• Responsible for processing applications, reports, and grants (if applicable) for speakers.
• Coordinates all aspects of the speaker's visit including determining program dates, organization of travel arrangements, transportation, and hotel accommodations for speakers coming from out-of-town.
• Processes reimbursements and honorariums.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Visio

Access Database

Education

Bachelor's Degree + 2 years related admin experience

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 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

• Assists with day-to-day office responsibilities for the assigned divisions.
• Provides administrative support to the assigned division including all correspondence, travel, and check requests.
• Responsible for updating credential requests, reapplication appointments, and purchasing related requests.
• Documents and processes vacation/conference requests, ad hoc clinic closures, and physician coverage.
• Responsible for processing applications, reports, and grants (if applicable) for speakers.
• Coordinates all aspects of the speaker's visit including determining program dates, organization of travel arrangements, transportation, and hotel accommodations for speakers coming from out-of-town.
• Processes reimbursements and honorariums.

Salary Details

Minimum Salary: 58953.000

Mid Range Salary: 70476.000

Maximum Salary: 83479.000

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

Working Hours

Standard Hours: 37.50

Work Arrangement

This position requires a fully on-site work arrangement.

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 relevant field plus two (2) years related administrative and/or program support experience in a business office, government agency or university setting required.
• Equivalent experience, education and/or training may be substituted for the education requirements.

Required Knowledge, Skills, and Abilities

• Must be proficient in Microsoft software (Word, Excel, PowerPoint, Viso and Access Database).

Preferred Qualifications

• Experience of operational, or financial and/or program management preferred.

Physical Demands and Work Environment

• Physical Demands: Standing, sitting, walking, talking or hearing. No special vision requirements.
• Work Environment: Moderate noise. Multitasking within fast paced environment.

Special Conditions

• Must pass employee health clearance, Tuberculosis (TB) test and required safety training.

Posting Details

Posting Number: 26ST1926

Home Location Campus: Rutgers Biomedical and Health Sciences (RBHS)

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