Secretary III

Rutgers University; New Brunswick (NJ); On-site; USD 26,000 - 27,000; Full time

Benefits offered by this job

Medical, prescription drug, and dental

Paid vacation and holidays

Competitive retirement benefits

Educational benefits

Life insurance

Employee discounts

Job summary

Rutgers University RBHS seeks a Secretary III for the Rutgers School of Dental Medicine to act as receptionist and scheduling coordinator in the Office of Clinical Affairs. The role requires on-site work, daily patient registration, chart handling, and support for reports to the Dean's Office.

Standard hours are 35 per week with a Teamsters 97 union affiliation. The position offers comprehensive benefits including medical, dental, retirement plans, and staff education programs, with

Qualifications

• Graduation from an accredited secretarial program plus two years of full-time experience.
• An additional year of experience can substitute for the secretarial program.
• Certification as CPS may count toward required experience or education.

Responsibilities

• Receive patients and visitors in a cordial, professional manner.
• Answer telephones, screen calls, and transfer to proper extensions.
• Maintain the clinic schedule book and enter chart information.
• Prepare and assemble patient charts for daily use by students and providers.
• Assist the Dental Director and CODE Director with reports for the Dean's Office.
• Register patients, manage billing, and review accounts as part of daily workflow.

Education

Secretarial studies program

Certified Professional Secretary (CPS) exam

Tools

Microsoft Office

Excel

Axium practice management

Job description

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 universitywide, 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 Secretary III within the Office for Clinical Affairs and Extramural Clinics at the Rutgers School of Dental Medicine (RSDM).

Under direction, the Secretary III acts as Secretary/Receptionist and schedules patient appointments within the Office of Clinical Affairs and Extramural Clinics.

Essential Duties and Responsibilities

• Receives patients and visitors on a Federal and State level, University Officials, faculty, students, and sales people with or without appointments in a cordial and professional manner.


• Answers telephones, screens calls, transfers to proper extensions, locates faculty, staff and/or students and/or relays messages to members of the Office and/or Centers.


• Uses intercom to relate to and from offices in regard to students, residents or patients.


• Responsible for maintaining schedule book for Clinic.


• Files alphabetically all patient charts after they have been entered on computer.


• From the dental software program, enters, stores, manipulates and retrieves chart information on computer for all patients assigned daily.


• Responsible for assembling and preparing charts for students and/or providers.


• Assists the Dental Director and CODE Director with the preparation of reports for the Dean's Office.


• Blocks the appointment scheduler for students, faculty and providers for lectures or time off requests as instructed by the Dental Director.


• As an intake person, implements patient registration, billing, account review and other procedures for the day-to-day management of patient's accounts.

Salary Details

• Minimum Salary 26.160


• Mid Range Salary 26.660


• Maximum Salary 27.460

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 35.00

Daily Work Shift Day

Work Arrangement

This position requires a fully on‑site work arrangement.

Union Description

Teamsters 97

Payroll Designation

PeopleSoft

Terms of Appointment

Staff - 12 month

Position Pension Eligibility

PERS

Qualifications

Minimum Education and Experience

• Graduation from an accredited program in secretarial studies plus two (2) years of full‑time secretarial experience. An additional year of experience is required in lieu of the secretarial program.


• Applicants passing the Certified Professional Secretary Exam may apply the exam towards either an accredited program in Secretarial Studies or one (1) year of full‑time secretarial experience.


• College credits may be substituted on a year‑for‑year basis for secretarial experience. A maximum of sixty (60) credits or two (2) years may be substituted for two (2) years of secretarial experience.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Experience with Microsoft and Excel required.

Preferred Qualifications

• Experience in axiUm practice management database preferred.

Physical Demands and Work Environment

• PHYSICAL DEMANDS: Standing, sitting, walking, talking or hearing required. No special vision requirements. Must be able to lift or exert force up to ten (10) pounds.


• WORK ENVIRONMENT: Office environment. Moderate noise.

Posting Details

Regional Campus Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus Off Campus

City Northfield

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