Administrative Assistant

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant

Job Category Staff & Executive - Administrative & Support Department SPH-Health Systems 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 an Administrative Assistant in Department of Health Behavior, Society and Policy for the School of Public Health.

Among the key duties of this position are the following:

Performs a wide variety of typing assignments using various PC software packages including spreadsheets, graphics, etc. to produce high-quality documents.

Collects, sorts, and distributes mail. Responsible for completing necessary paperwork for all mailing and shipping, including international shipments.

Submits purchase orders, service, and check requests as needed.

Responsible for completion and submission of payroll timesheets.

Coordinates meetings and arranges programs, events, and/or conferences, including arranging for facilities and caterers, issuing information and invitations, coordinating speakers and tracking event budgets.

Works in collaboration with the Executive Assistant (EA) to the Chair on a wide range of items and provides coverage for the Executive Assistant (EA) to the Chair when the EA is out of the office

Position Status Full Time Hours Per Week Daily Work Shift Day Work Arrangement FLSA Nonexempt Grade 2000 Position Salary TC2000 salary scale Annual Minimum Salary 25.810 Annual Mid Range Salary 26.310 Annual Maximum Salary 27.100 Standard Hours 35.00 Union Description Teamsters, Local 97 Payroll Designation PeopleSoft Benefits

Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to https:// 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.

Seniority Unit Terms of Appointment Staff - 12 month Position Pension Eligibility PERS

Qualifications

Minimum Education and Experience

Associates Degree plus two (2) years of administrative/secretarial experience.

Equivalent experience, education and/or training may be substituted for the education requirements.

Certifications/Licenses Required Knowledge, Skills, and Abilities

Must also be proficient in Microsoft Office including Excel, PowerPoint, and Word, BANNER System and Marketplace experience required.

Experience with additional software packages as required by the department. Demonstrated interpersonal skills required.

Preferred Qualifications

Associates Degree plus two (2) years of administrative/secretarial experience.

Equivalent experience, education and/or training may be substituted for the education requirements.

Equipment Utilized Physical Demands and Work Environment

Standing, sitting, walking, talking or hearing. No special vision requirements. Must be able to lift or exert force up to 25 pounds.

Special Conditions

Posting Details

Posting Number 23ST0470

Posting Open Date Special Instructions to Applicants Regional Campus Rutgers Biomedical and Health Sciences (RBHS) Home Location Campus Piscataway (RBHS) City Piscataway State NJ Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre- employment screenings.

Immunization Requirements

Under Policy 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees, 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. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. 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.

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: https:// uhr.rutgers.edu/non- discrimination-statement

Supplemental Questions

Required fields are indicated with an asterisk ().

Do you have a minimum of an Associates Degree plus two (2) years of administrative/secretarial experience?

Yes

No

Are you proficient in Microsoft Office (Word, PowerPoint, Excel)?

Yes

No

Applicant Documents

Required Documents

Optional Documents