Administrative Assistant

Position Details

Position Information


Recruitment/Posting Title
Administrative Assistant


Job Category
Staff & Executive - Healthcare


Department
NJMS - CCI - Cell Signaling Ce


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 in the Center for Cell Signaling within the New Jersey Medical School (NJMS).

The primary purpose of the Administrative Assistant position is to provide administrative services and support to the Center for Cell Signaling. Provide support with the Center's programs including the seminar series and graduate courses. Prepares and processes requisitions relating to the Center and faculty, and process VISA applications for international hires. Assist supervisor with faculty recruitment. Serves as a liaison with various offices within and outside the University.

Among the key duties of this position are the following:

• Using Marketplace, processes requisitions and obtain purchase order numbers. This includes duplicating and distributing copies for appropriate faculty and staff. Contacts vendors and/or Accounts Payable, if necessary, regarding orders and/or billing. Order supplies for the Center and/or administration.
• Coordinates the seminar schedules of the Center, which entails confirmation correspondences to speakers and hosts, prepares follow-up correspondence, arranges for internal and external advertising, secures honoraria and requisitions, and arranges refreshments and luncheons. Confirms seminar titles and arranges for travel and lodging, if necessary. Arranges for rooms and audiovisual equipment as needed. Types and distributes schedules and announcements on a timely basis.
• Coordinates the WIP (Work in Progress), which entails developing the Fall and Winter schedule of the speakers. Contacting PIs to have their students and postdoctoral fellow's sign-up to give a talk. Typing the announcements and distributing it within the Cancer Center building. Keep the schedule up to date.
• Prepares and processes the J-1 and H1-B VISA applications, including coordinating new and extension requests with Office of Global Services.
• Collect Tissue Culture Invoices for signatures and appropriate account numbers. Process invoices by recording appropriate information on spreadsheet for Research Office and Finance Office to route the expense.

FLSA
Nonexempt


Grade
192


Salary Details

Minimum Salary
29.670


Mid Range Salary
30.170


Maximum Salary
31.080


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


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 View email address on click.appcast.io Application System.

Union Description
Teamsters 97


Payroll Designation
PeopleSoft


Seniority Unit

Terms of Appointment
Staff - 12 month


Position Pension Eligibility
PERS

Qualifications


Minimum Education and Experience

• Associate degree plus two (2) years of administrative/secretarial experience required.
• Equivalent experience, education and/or training may be substituted for the degree requirement.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Proficiency in Microsoft Access, Microsoft Excel, Microsoft Word, PowerPoint is required.
• Excellent interpersonal, oral and written communication skills are required.
• Experience with preparing J-1 and H-1 Visa applications.
• Demonstrated ability to handle multiple projects simultaneously is required.

Preferred Qualifications

• Knowledge of order processing preferred.

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
26ST1377


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.

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: