Administrative Assistant

Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant
Job Category	Staff & Executive – Administrative & Support
Department	NJMS-Emergency Medicine
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 an Administrative Assistant for the Department of Emergency Medicine within the New Jersey Medical School. The Administrative Assistant provides administrative support to the Vice Chair of Clinical Operations in the Department of Emergency Medicine. The Administrative Assistant will assist with daily and long-term operational needs. Helps with coordinating and administrating department calendars, purchasing, record keeping, credentialing, faculty reappointments, answering of phones and managing physician on-call schedules. Among the duties of this position are the following: Serves as the first point of contact for both internal and external constituents (i.e., vendors, patients, etc.) and resolves both routine and more complex issues with a fair amount of latitude. Responsible for providing administrative support to the Department Vice Chair or Clinical Operations. Screen calls and provides information in accordance with organizational policy. Receives and appropriately handles incoming correspondence, makes appointments, and schedules meetings. Assist with faculty re-appointment letters and hospital credentialing. Manage payroll, ordering of supplies, and physician on-call schedules. Maintains essential records and assists in the maintenance of all activity files. Undertakes routine writing and editing assignments; generates correspondence for signature; maintains mailing lists. Maintains or assists in maintaining department accounts, monitoring expenditures, and ensuring compliance. Keep records of account balance and spending reports on office supplies, vendor contracts, and personnel expenses. Coordinates and maintains the department calendar. Exercising discretion, applies informed independent judgment to help manage the Director’s time. Makes travel arrangements and prepares meeting agendas. Processes travel authorization and expense reimbursement. Managed EPIC and Tableau reporting metrics. Manage and oversee OPPE’s for Physicians and Hospital APN’s. Performs other duties as assigned.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement
FLSA	Nonexempt
Grade	1925
Position Salary
Annual Minimum Salary	24.840
Annual Mid Range Salary	25.340
Annual Maximum Salary	26.100
Standard Hours	37.50
Union Description	Teamsters, Local 97
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	Under Policy 60.1.35 , Rutgers University requires all prospective 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 individual a medical or religious exemption. Prospective employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster within two weeks (14 calendar days) of eligibility . Based on current guidance, individuals are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of any COVID-19 vaccine authorized or approved for use in the United States by the United States Food and Drug Administration (FDA) and recommended by the Advisory Committee on Immunization Practices (ACIP) of the Centers for Disease Control and Prevention (CDC). 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 prospective employee’s offer of employment and/or disciplinary action up to and including termination.
Seniority Unit
Terms of Appointment	Staff – 12 month
Position Pension Eligibility	PERS

Qualifications

Minimum Education and Experience	Associate’s Degree plus two (2) years of administrative/secretarial experience. Equivalent experience, education and/or training may be substituted for the education requirements. Must have superior written and verbal skills along with excellent interpersonal communication skills.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
Preferred Qualifications	Grants budget and accounting experience desired. Bilingual Spanish desired.
Equipment Utilized
Physical Demands and Work Environment	PHYSICAL DEMANDS: Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 25 lbs. WORK ENVIRONMENT: Office Environment. Moderate noise.
Special Conditions

Posting Details

Posting Number	22ST3199
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.

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.

Affirmative Action/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 value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement