Secretary III

Position Details
Position Information
Recruitment/Posting Title
Secretary III

Job Category
Staff & Executive - Administrative & Support

Department
RSDM-Extramural Clinics

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 Secretary III for its Extramural Clinics in Northfield, Atlantic County, New Jersey, within the Rutgers School of Dental Medicine (RSDM).

Under direction, the Secretary III acts as Secretary/Receptionist and schedules patient appointments within the Office of Clinical Affairs and Extramural Clinics.

Essential Duties and Responsibilities include the following:

• Receives patients and visitors on a Federal and State level, University Officials, faculty, students, and sales people with or without appointments in a cordial and professional manner.
• Answers telephones, screens calls, transfers to proper extensions, locates faculty, staff and/or students and/or relays messages to members of the Office and/or Centers.
• Uses intercom to relate to and from offices in regard to students, residents or patients.
• Responsible for maintaining schedule book for Clinic.
• Files alphabetically all patient charts after they have been entered on computer.
• From the dental software program, enters, stores, manipulates and retrieves chart information on computer for all patients assigned daily.
• Responsible for assembling and preparing charts for students and/or providers.
• AssistS the Dental Director and CODE Director with the preparation of reports for the Dean's Office.
• Block the appointment scheduler for students, faculty and providers for lectures or time off requests as instructed by the Dental Director.
• As an Intake person, implements patient registration, billing, account review and other procedures for the day-to-day management of patient's accounts.
• Assures that patients who have appointments with the doctors are seated and that all Dental Assistants are notified of the patient arrival.
• Instructs patients on completion of charts, books appointments, write receipts for payment and reschedules next appointment for patients.
• Schedules patient appointments, makes confirmations and telephones the night before appointment, records disappointments and cancellations.
• Establishes and approves method of payment (Sliding Fee Scale).
• Verifies Insurance Eligibility for all patients
• Pulls charts for patients each day and distributes them to the proper students, faculty and providers.

FLSA
Nonexempt

Grade
170

Salary Details

Minimum Salary
26.160

Mid Range Salary
26.660

Maximum Salary
27.460

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

Working Hours

Standard Hours
35.00

Daily Work Shift
Day

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

Union Description
Teamsters 97

Payroll Designation
PeopleSoft

Seniority Unit

Terms of Appointment
Staff - 12 month

Position Pension Eligibility
PERS

Qualifications
Minimum Education and Experience

• Graduation from an accredited program in secretarial studies plus two (2) years of full-time secretarial experience. An additional year of experience is required in lieu of the secretarial program.
• Applicants who have passed the Certified Professional Secretary Exam may count it toward an accredited program in Secretarial Studies or as one (1) year of full-time secretarial experience.
• College credits may be substituted on a year-for-year basis for secretarial experience. A maximum of sixty (60) credits or two (2) years may be substituted for two (2) years of secretarial experience.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Experience with Microsoft and Excel required.

Preferred Qualifications

• Experience in axiUm practice management database preferred.

Equipment Utilized

Physical Demands and Work Environment


PHYSICAL DEMANDS:

• Moderate physical effort (lift/carry up to 10 pounds).
• Frequently prolonged sitting and data entry.
• Frequently talks and listens to people on the telephone, and intermittently walks, bends stretches, pushes and pulls.

WORK ENVIRONMENT:

• Generally pleasant working condition in a clean, well-lighted, quiet to moderately loud setting.

Special Conditions

Posting Details
Posting Number
25ST2576

Posting Open Date
01/16/2026

Special Instructions to Applicants

Regional Campus
Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus
Off Campus

City
Northfield

State
NJ

Location Details
This position is located in Northfield, New Jersey (Atlantic County)

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: