Program Support Specialist

Rutgers University; New Brunswick (NJ); Hybrid; USD 62,000 - 87,000; Full time

Benefits offered by this job

Medical, prescription drug, and dental

Paid vacation and holidays

Retirement benefits

Educational benefits

Life insurance

Employee discounts

Job summary

Rutgers University — Robert Wood Johnson Medical School, in New Brunswick, NJ, seeks a Program Support Specialist for the Family Medicine - Geriatrics division. You will support administrative, educational, and compliance operations for the ACGME-accredited Geriatrics Fellowship, aiding fellows, residents, and medical students.

Under the Program Manager, you will handle didactics, onboarding, credentialing, and communications while ensuring timely recruitment, interviews, and program logistics

Qualifications

• Requires a Bachelor’s degree. Two years of professional administrative experience in a government agency, university setting, or large business office.
• Proficiency with GME systems (New Innovations, ERAS, Thalamus) and Microsoft Office Suite.
• Excellent attention to detail and strong organizational and communication skills.

Responsibilities

• Maintain compliance with ACGME standards, including data and program letters of agreement.
• Coordinate fellow selection, ERAS screening, dashboards, and interviews.
• Coordinate fellowship operations, didactics, onboarding, and learner evaluations.

Skills

Attention to detail

Organizational skills

Communication

Confidential handling

Education

Bachelor's degree

Tools

New Innovations

ERAS

Thalamus

Microsoft Office Suite

Job description

Position Details

Position Information

Recruitment/Posting Title: Program Support Specialist

Job Category: Staff & Executive - Healthcare - Administrative Services

Department: Family Medicine - Geriatrics

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 Support Specialist for the department of Family Medicine and Community Health at the Robert Wood Johnson Medical School. Under the direction of the Program Manager, the Program Support Specialist will support all administrative, educational, and compliance operations for the ACGME-accredited Geriatrics Fellowship Program and support geriatrics education for fellows, residents, and medical students. The Program Support Specialist reports to Division leadership and ensures the advancement of the medical education, community outreach, and communication needs of this growing Division. Among the key duties of this position are the following:

• Maintains compliance with ACGME standards, including New Innovations data, evaluations, and program letters of agreement.
• Follows recruitment season timeline to set up all requirements for fellow selection. Works in the Electronic Residency Application System (ERAS) system for screening applications, creating dashboards, and coordinating interviews with the interviewing committee.
• Coordinates fellowship operations, including didactics, consortium activities, and onboarding.
• Supports geriatrics education for fellows, residents, and medical students-manages electives, schedules, evaluations, and program logistics.
• Serves as primary contact for fellows, residents, and faculty regarding program issues and communications.
• Oversees credentialing and documentation for learners; prepares orientation materials and monitors compliance.
• Provides administrative support to program leadership, including fiscal processing (reimbursements, purchase requisitions).

FLSA: Exempt

Grade: 22S

Salary Details

Minimum Salary: 61512.000

Mid Range Salary: 73603.000

Maximum Salary: 87239.000

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: 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

Terms of Appointment: Staff - 12 month

Position Pension Eligibility: ABP

Qualifications

Minimum Education and Experience

• Bachelor's degree required.
• Two (2) years of relevant professional level administrative experience in a government agency, university setting, or large business office required.
• Equivalent experience, education and/or training may be substituted for the degree requirement.

Required Knowledge, Skills, and Abilities

• Proficiency with GME systems (New Innovations, ERAS, Thalamus) and Microsoft Office Suite.
• Demonstrated ability to work collaboratively and manage multiple projects in a fast-paced environment.
• Excellent attention to detail.
• Strong organizational skills required.
• Must be able to effectively communicate with all levels of the organization and with community partners.
• Ability to handle confidential information with discretion.

Preferred Qualifications

• Master's degree preferred.
• Experience in graduate medical education is preferred.
• CTAGME Certification is preferred.
• Experience in social media platforms, such as Instagram is preferred.
• Experience in a fellowship program is preferred.
• Experience communicating with medical accreditation bodies is preferred.

Physical Demands and Work Environment

• Physical Demands: Standing, sitting, walking, talking, and hearing. No special vision requirements. Ability to lift or exert force up to 25 pounds.
• Work Environment: Office environment. Moderate noise.

Posting Details

Posting Number: 26ST1843

Regional Campus: Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus: Downtown New Brunswick

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