Program Assistant

Rutgers University; New Brunswick, Northern (NJ, KY); Hybrid; USD 59,000 - 83,000; Full time

Benefits offered by this job

Medical, prescription, dental

Vacation and leave programs

Retirement benefits

Education benefits

Life insurance

Employee discounts

Job summary

Rutgers University is seeking a Program Assistant for the department of Medicine at the Robert Wood Johnson Medical School. The role provides administrative and program support for the division, ensuring timely documentation for physicians and faculty.

It covers day-to-day office tasks, travel, credentialing, and speaker coordination. The position involves processing applications, reports, and grants for speakers, handling reimbursements and honorariums, and managing travel arrangements for

Qualifications

• Bachelor’s Degree in a relevant field plus two years of related administrative and/or program support experience.
• Equivalent experience, education and/or training may be substituted for the education requirements.
• Must be proficient in Microsoft software (Word, Excel, PowerPoint, Visio and Access).

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.
• Coordinates all aspects of the speaker’s visit including travel, dates, and hotel arrangements.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Visio

Access Database

Education

Bachelor’s Degree in a relevant field

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Visio

Access

Job description

Department RWJ - Medicine Chairman

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 a Program Assistant for the department of Medicine at the Robert Wood Johnson Medical School.

Under the direction of the Program Administrator, the Program Assistant provides administrative and program support for the division. Responsible for the timely completion and efficient flow of required documentation for both administrative and clinical functions needed by the physicians and faculty in the division.

Among the key duties of this position are the following:

• 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.

FLSA

FLSA Exempt

Grade

Grade 21S

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

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 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 Number

26ST1926

Regional Campus

Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus

Downtown New Brunswick

State

NJ

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 relevant field plus two years of related administrative and/or program support experience in a business office, government agency or university setting?
  • Yes
  • No

Required Documents

• Resume/CV

Optional Documents

• Cover Letter/Letter of Application

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