Administrative Assistant

Rutgers University

United States, New Jersey, Piscataway

Nov 13, 2024

Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant
Job Category	Staff & Executive - Administrative & Support
Department	RWJ - Brain Health Institute
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 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 an Administrative Assistant for the Institute for Health, Health Care Policy and Aging Research within Rutgers Biomedical & Health Sciences ( RBHS). The primary purpose of the Administrative Assistant is to serve as staff within the new Herbert and Jacqueline Krieger Klein Alzheimer's Research Center at the Brain Health Institute ( BHI). The Herbert and Jacqueline Krieger Klein Alzheimer's Research Center is a new center within BHI at Rutgers University with the mission of establishing an interdisciplinary, integrated program to provide comprehensive research focused on prevention and treatment of Alzheimer's disease and other dementias. This center is the first of its kind in New Jersey. Among the key duties of this position are the following: Working closely with the director and faculty members of the Center to create a welcoming environment within the Center. Arranging and coordinating travel, events, and meetings, and managing the calendar for the center's director and other faculty and staff Maintaining and purchasing research and office supplies, receiving and processing documentation including purchase orders. Processing administrative documents and services such as certifications, room reservations for special events, and procurement and expense/reimbursement transactions. Participating in meetings, including preparing agendas, taking notes, and scheduling Communicating with faculty and staff, including answering questions regarding center operations, policies, and procedures. Attending training programs, continuing education, and compliance training as necessary Preparing, and shipping clinical specimens Provide general administrative support including answering phones, managing emails, handling correspondence, ordering supplies and managing office equipment. Maintain the center's website and social media Create documents, including correspondence, agendas, minutes, event programs, brochures, to communicate information. Assist with the execution of various meetings, workshops, events, and projects, supporting faculty, staff and attendees.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement	Consistent with the current application of Rutgers Policy 60.3.22 or the applicable provisions of relevant collective negotiations agreements, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, are subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System.
FLSA	Nonexempt
Grade	192
Position Salary
Annual Minimum Salary	47301.80
Annual Mid Range Salary	48211.80
Annual Maximum Salary	49649.60
Standard Hours	35.00
Union Description	Teamsters 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.
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.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Relevant experience in an administrative function, preferably in college, university, or medical setting. Effective oral, written and interpersonal communication skills including knowledge of proper business writing style and format. Experience with MS Office suite and other standard office software, including scheduling aspects. Experience with Web conferencing programs such as Zoom, Adobe Connect Pro, and WebEx. Experience with collaborative documents and programs such as GoogleDocs, and social software and media such as Facebook and LinkedIn. Ability to use standard office equipment such as desktop computers, copiers, printers. Ability to work in a highly dynamic and growing environment.
Preferred Qualifications	Bachelors Preferred. Familiarity with Rutgers University applications (such as Expense Management, RU Marketplace, Concur Travel, Financial Management).
Equipment Utilized
Physical Demands and Work Environment	PHYSICAL DEMANDS: No significant physical demands. Must be able to exert force up to 35 pounds. WORK ENVIRONMENT: No significant exposures or noise levels. Office /Laboratory/Clinical environment.
Special Conditions

Posting Details

Posting Number	24ST2665
Posting Open Date
Special Instructions to Applicants
Regional Campus	Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus	Piscataway (RBHS)
City	New Brunswick
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 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: http://uhr.rutgers.edu/non-discrimination-statement