Program Assistant

Rutgers University; The Ironbound (NJ); Hybrid; USD 54,000 - 76,000; Full time

Benefits offered by this job

Medical benefits

Vacation & leave

Retirement benefits

Educational benefits

Life insurance

Employee discounts

Job summary

Rutgers Biomedical and Health Sciences (RBHS) in Newark, NJ, seeks a Program Assistant for the Department of Psychiatry within NJMS. The role supports the Addiction Medicine Fellowship Program and provides diverse administrative services for the COE at NJMS.

Responsibilities include liaison work, attendance tracking, interview and onboarding coordination, and maintaining databases. A related degree and experience are required. Hybrid work options may apply.

Qualifications

• Bachelor’s Degree plus two years of relevant administrative experience or equivalent.
• Excellent organizational and communication skills.
• Proficiency with MS Office and ability to manage multiple tasks.
• Experience with academic healthcare environments is a plus.

Responsibilities

• Serve as liaison for internal and external stakeholders for the Addiction Medicine Fellowship Program.
• Maintain time and attendance records for Fellows, COE, and CARE Center staff.
• Coordinate interviews, applications, evaluations, onboarding, and site rotation schedules.
• Create and maintain files in New Innovations and ERAS databases.
• Plan COE leadership and staff schedules within budgetary constraints.
• Take minutes at meetings and manage documentation and agendas.

Skills

Organizational skills

Communication skills

Attention to detail

MS Office proficiency

Education

Bachelor’s Degree + 2 years experience

Tools

New Innovations

ERAS

Job description

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, The State University of New Jersey, is seeking a Program Assistant in the Department of Psychiatry within the New Jersey Medical School ( NJMS ). The primary purpose of the Program Assistant is to assist with implementation and monitoring of the Addiction Medicine Fellowship Program and provide a wide variety of administrative services for the Northern New Jersey Medication-Assisted Treatment Center of Excellence ( COE ) at the NJMS Department of Psychiatry. Among the key duties of this position are the following:

• Serves as the liaison main contact person for both internal and external stakeholders relating to the Addiction Medicine Fellowship Program. Maintains a professional, warm, and friendly attitude.
• Maintains time and attendance records for Fellows, COE , and CARE Center staff to meet requirements of each program contract.
• Prepares and processes Fellowship interviews, applications, evaluations, on-boarding, and site rotation schedules, etc.
• Creates and maintains files in New Innovations and ERAS databases.
• Plans and schedules the work of COE leadership and staff to provide maximum effective utilization of employees, equipment, resources, and materials within budgetary requirements.
• Takes minutes at meetings and keeps a log of assigned meetings along with their agendas, minutes, and other documentation. Attends off‑site meetings as requested.

FLSA

FLSA Exempt

Grade

Grade 19S

Salary Details

Minimum Salary

Minimum Salary 54196.000

Mid Range Salary 64635.000

Maximum Salary

Maximum Salary 76450.000

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.

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

Position Status Full Time

Working Hours

Working Hours 37.5

Standard Hours

Standard Hours 37.50

Daily Work Shift

Daily Work Shift Day

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

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 plus two (2) years of relevant professional experience in an administrative function.
• Equivalent experience, education and/or training may be substituted for the education requirements.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Must be proficient in computer applications as required by the department.
• Excellent organizational and communication skills.
• Detail oriented and flexible.
• Must be computer literate with proficiency and working of Microsoft Office suite.

Preferred Qualifications

Physical Demands and Work Environment

PHYSICAL DEMANDS :

• Position requires standing, walking, sitting and using hands and arms 2/3 of the time.
• Also talking and hearing is required 2/3 of the time.

WORK ENVIRONMENT :

• Position requires working in a moderate noise office setting.
• Fast‑paced, high pressure office environment; must be able to cooperate with a broad spectrum of staff.

Special Conditions

Posting Number

Posting Number 26ST1717

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 Program Assistant Job Category Staff & Executive - Healthcare Department NJMS - Psychiatry 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, The State University of New Jersey, is seeking a Program Assistant in the Department of Psychiatry within the New Jersey Medical School ( NJMS ).
The primary purpose of the Program Assistant is to assist with implementation and monitoring of the Addiction Medicine Fellowship Program and provide a wide variety of administrative services for the Northern New Jersey Medication-Assisted Treatment Center of Excellence ( COE ) at the NJMS Department of Psychiatry.
Among the key duties of this position are the following:

• Serves as the liaison main contact person for both internal and external stakeholders relating to the Addiction Medicine Fellowship Program. Maintains a professional, warm, and friendly attitude.
• Maintains time and attendance records for Fellows, COE , and CARE Center staff to meet requirements of each program contract.
• Prepares and processes Fellowship interviews, applications, evaluations, on-boarding, and site rotation schedules, etc.
• Creates and maintains files in New Innovations and ERAS databases.
• Plans and schedules the work of COE leadership and staff to provide maximum effective utilization of employees, equipment, resources, and materials within budgetary requirements.
• Takes minutes at meetings and keeps a log of assigned meetings along with their agendas, minutes, and other documentation. Attends off‑site meetings as requested.

FLSA Exempt Grade 19S Salary Details Minimum Salary 54196.000 Mid Range Salary 64635.000 Maximum Salary 76450.000 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 37.5 Standard Hours 37.50 Daily Work Shift Day 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 plus two (2) years of relevant professional experience in an administrative function.
• Equivalent experience, education and/or training may be substituted for the education requirements.

Certifications/Licenses Required Knowledge, Skills, and Abilities

• Must be proficient in computer applications as required by the department.
• Excellent organizational and communication skills.
• Detail oriented and flexible.
• Must be computer literate with proficiency and working of Microsoft Office suite.

Preferred Qualifications Equipment Utilized Physical Demands and Work Environment

PHYSICAL DEMANDS :

• Position requires standing, walking, sitting and using hands and arms 2/3 of the time.
• Also talking and hearing is required 2/3 of the time.

WORK ENVIRONMENT :

• Position requires working in a moderate noise office setting.
• Fast‑paced, high pressure office environment; must be able to cooperate with a broad spectrum of staff.

Special Conditions Posting Details Posting Number 26ST1717 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

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 plus two (2) years of relevant professional experience in an administrative function or equivalent experience, education and/or training that may be substituted for the education requirements?
  • Yes
  • No

Required Documents

• Resume/CV

Optional Documents

• Cover Letter/Letter of Application
• Certifications/Licenses

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 .

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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] .

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