Senior Management Assistant

Rutgers University; Newark (NJ); On-site; USD 63,000 - 90,000; Full time

Benefits offered by this job

Medical, prescription drug, and dental

Paid vacation and holidays

Retirement benefits including defined

Job summary

Rutgers University, The State University of New Jersey, in Newark, seeks a Senior Management Assistant in the Department of Periodontics at RBHS. The role provides executive support, manages the Chair's calendar, coordinates travel, and liaises with university offices.

The position oversees budgets, staff supervision, and research administration while supporting postgraduate and alumni activities, ensuring compliance and efficient operations.

Qualifications

• Bachelor's degree in Business Administration, Finance, Healthcare Administration, Education, or a related field.
• Two years of progressively more responsible administrative/ program development experience.
• Equivalent experience may be substituted for the education requirements.
• Excellent writing, organizational and communication skills are essential.
• Proficiency in Microsoft Word and Excel is required.
• Ability to navigate and research using the internet is required.
• Strong leadership skills and ability to function in a team environment.
• Prior supervisor/management experience is preferred.

Responsibilities

• Provides administrative support for the Department of Periodontics.
• Serves as the primary administrative assistant to the Chairperson, managing a complex calendar, coordinating meetings and travel, and handling confidential matters.
• Maintains department calendars, schedules appointments and meetings, handles travel and coordinates events.
• Coordinates faculty onboarding, postings, appointments, interviews, lectures and travel logistics.
• Maintains faculty files and updates certificates, licensing and CVs, including publications records.
• Supervises staff, trains employees and manages performance; handles staffing actions.
• Supports Pre-doctoral and Post-graduate Directors with scheduling, LMS activities, exams and grades.
• Coordinates postgraduate admissions information, interviews, and acceptance process.
• Works with alumni matters and coordinates annual alumni meetings and events.
• Processes travel requests and expense reports; analyzes spending and makes cost-saving recommendations.

Skills

Writing skills

Organizational skills

Communication skills

MS Word

MS Excel

Internet research

Leadership

Teamwork

Education

Bachelor's degree in Business Administration, Finance, Healthcare Administration, Education, or related field

Job description

Position Details

Recruitment/Posting Title: Senior Management Assistant

Job Category: Staff & Executive - Administrative & Support - Management

Department: RSDM - Periodontics

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 Senior Management Assistant within the Department of Periodontics at the Rutgers School of Dental Medicine (RSDM).

Under the direction of the Department Chair, the Senior Management Assistant, organizes, and implements all day-to-day administrative operations of the department. The role manages the Chair's complex schedule, provides dedicated personal administrative assistance, and acts as a central liaison with university offices.

Key responsibilities include supervising clinical and clerical staff, managing departmental budgets and fiscal compliance, supporting periodontics undergraduate and postgraduate clinical and didactic programs, and overseeing research administration and regulatory compliance.

Essential Duties and Responsibilities include the following:

• Provides administrative and general office support for the Department of Periodontics.
• Serves as the primary administrative assistant to the Chairperson, managing a complex calendar, coordinating meetings and travel arrangements, preparing correspondence, and handling confidential and time-sensitive matters.
• Maintains department calendars, schedules appointments and meetings, handles travel and coordinates departmental events as needed.
• Coordinates faculty onboarding at the departmental level, including job postings, appointment documentation, interview scheduling, lecturing and travel logistics. Departmental liaison with Faculty Affairs to facilitate seamless personnel actions, new appointments, and promotions.
• Maintains faculty files and updates certificates, licensing and CV's, including a record of all faculty publications.
• Supervises administrative and clinical staff. Responsible for the training of staff members and performance management. Recommends the hiring, firing, promoting, demoting, and disciplinary actions of employees. Manages other personnel actions as needed.
• Supports Pre-doctoral and Post-graduate Directors with scheduling, syllabus, LMS activities, exams, proctoring, grades and other duties as needed.
• Ensures the coordination of the admission process for the postgraduate program, including collection and organization of applicant information, scheduling interviews, organizing Interview Day and working closely with the Admissions office during the acceptance process.
• Works closely with the Chairperson on all alumni matters, including department newsletters and coordinate annual alumni meetings and any other department events.
• Processes travel requests and expense reports. Investigates areas of excessive spending and issues recommendations for ways to utilize funding and minimize expenses as necessary.

FLSA: Exempt

Grade: 22S

Minimum Salary: 62887.00

Mid Range Salary: 76301.00

Maximum Salary: 89714.00

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

Standard Hours: 37.50

Work Arrangement: This position requires a fully on-site work arrangement.

Union Description: CWA 1031

Payroll Designation: PeopleSoft

Terms of Appointment: Staff - 12 month

Position Pension Eligibility: ABP

Qualifications

Minimum Education and Experience:

• A Bachelor's Degree in Business Administration, Finance, Healthcare Administration, Education, or a related field, required.
• Two (2) years of progressively more responsible administrative and/or program development experience required.
• Equivalent Experience, education and/or training may be substituted for the education requirements.

Required Knowledge, Skills, and Abilities:

• Excellent writing, organizational and communication skills are essential.
• Proficiency in Microsoft Word and Excel is required.
• Ability to navigate and research using the internet required.
• Outstanding human relations and leadership skills, and the ability to function in a team environment required.
• Demonstrated knowledge is necessary of how to accomplish superior performance in a unionized environment.

Preferred Qualifications:

• Prior supervisor/management experience is preferred.

Physical Demands and Work Environment:

• PHYSICAL DEMAND: Ability to lift 10 lbs.
• WORK ENVIRONMENT: Office and Clinic Setting

Posting Details

Posting Number: 26ST1940

Regional Campus: Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus: Newark (RBHS)

City: Newark

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