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Company Name : Rutgers University
Location : Newark, NJ 07102
Position : Management Assistant
Job Description : Position Details
Position Information
Recruitment/Posting Title Management Assistant
Job Category Staff & Executive – Administrative & Support
Department NJMS-Neurology
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.
Rutgers RBHS is an anchor institution that boasts locations in Newark, New Jersey, a city of promise.
Posting Summary
Rutgers, The State University of New Jersey is seeking a motivated Management Assistant for the Department of Neurology within the New Jersey Medical School. Provides general administrative and management support for Departments of Neurology and Otolaryngology. Coordinates office operations and serves as liasion with various units and administrative offices throughout the University.
Among the key duties of this position are the following:
Plans and schedules the work of the department’s secretarial/administrative section to make maximum effective utilization of employees, equipment and materials within budgetary requirements.
Responsible for personnel matters for the department/division; maintains time and attendance records, ensures timely completion of forms for Human Resources, Payroll, etc.
Acts as principal liaison with various administrative departments and units of the University. Responsible for timely follow-up of problems and questions, and maintains a log and documentation of same.
Oversees the maintenance of department records and ensures that files and recordkeeping systems meet the needs of the department.
Composes correspondence, creates and maintains databases and spreadsheets as required.
Coordinates fiscal procedures within the office, including budget implementation and control. Ensures that expenditures are in accordance with allocation of funds. Responsible for PO’s, Check Requests, travel reimbursement, etc.
Compiles and analyzes relevant data from a variety of sources for inclusion in reports or presentation materials. Responsible for preparing reports for presentation to various audiences. Prepares charts, graphs, or tables as necessary.
Maintains or oversees the department’s calendar. Handles travel and conference arrangements.
Analyzes and organizes office procedures and workflow of the office and recommends improvements as necessary.
Expedites and coordinates services such as maintenance, repairs, office supplies, equipment, and mail.
Position Status Full Time
Hours Per Week
Daily Work Shift
FLSA Exempt
Grade 20S
Position Salary
Annual Minimum Salary 51688.000
Annual Mid Range Salary 61720.000
Annual Maximum Salary 73062.000
Standard Hours 37.50
Union Description HPAE, Local 5094
Payroll Designation PeopleSoft
Benefits
Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
COVID-19 Immunization Requirement
Rutgers University requires all new employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the employee a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment provide proof they have received a booster upon eligibility and upload proof of same. Based on current guidance, individuals are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccine approved or authorized for emergency use in the United States or a vaccine that has been listed for emergency use by the World Health Organization. Eligibility for a booster against COVID-19 varies and is explained on the University’s web site located at https://coronavirus.rutgers.edu/covid-19-vaccine. Failure to provide proof of primary vaccination and booster will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.
Seniority Unit
Terms of Appointment Staff – 12 month
Position Pension Eligibility ABP
Qualifications
Minimum Education and Experience
Bachelor’s Degree in Business Administration, Finance or a related field, plus one (1) year of experience involving the review, analysis and evaluation of financial, organizational, and/or administrative practices in a business or government agency required.
Additional related experience may be substituted for the educational requirements.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
Must be proficient in computer applications as required by department.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment
PHYSICAL DEMANDS:
Standing, sitting, walking, talking or hearing. No special vision requirements. Must be able to lift at least 30 lbs.
WORK ENVIRONMENT:
General office environment.
Special Conditions
Posting Details
Posting Number 22ST0902
Posting Open Date
Special Instructions to Applicants
Regional Campus Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus Newark (RBHS)
Location Details
Pre-employment Screenings
All offers of employment are contingent upon successful completion of all pre-employment screenings.
Infection Control and Safety
This position is subject to all Rutgers University policies, including TB surveillance and other infection control and safety policies. Please review the Tuberculosis Surveillance Policy for additional information.
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