Program Support Specialist

Position Details
Position Information
Recruitment/Posting Title
Program Support Specialist

Job Category
Staff & Executive - Healthcare - Administrative Services

Department
Family Medicine - Geriatrics

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 a Program Support Specialist for the department of Family Medicine and Community Health at the Robert Wood Johnson Medical School.

Under the direction of the Program Manager, the Program Support Specialist will support all administrative, educational, and compliance operations for the ACGME-accredited Geriatrics Fellowship Program and support geriatrics education for fellows, residents, and medical students. The Program Support Specialist reports to Division leadership and ensures the advancement of the medical education, community outreach, and communication needs of this growing Division.

Among the key duties of this position are the following:

• Maintains compliance with ACGME standards, including New Innovations data, evaluations, and program letters of agreement.
• Follows recruitment season timeline to set up all requirements for fellow selection. Works in the Electronic Residency Application System (ERAS) system for screening applications, creating dashboards, and coordinating interviews with the interviewing committee.
• Coordinates fellowship operations, including didactics, consortium activities, and onboarding.
• Supports geriatrics education for fellows, residents, and medical students-manages electives, schedules, evaluations, and program logistics.
• Serves as primary contact for fellows, residents, and faculty regarding program issues and communications.
• Oversees credentialing and documentation for learners; prepares orientation materials and monitors compliance.
• Provides administrative support to program leadership, including fiscal processing (reimbursements, purchase requisitions).
• Coordinates program and faculty evaluations of the fellowship program to remain in compliance with the ACGME guidelines; maintains organized and confidential records and electronic databases.
• Plans and executes fellowship-related events, meetings, and academic activities.
• Coordinates and supports Division of Geriatrics interprofessional education and community outreach efforts.
• Plans and executes meetings and activities, coordinating with the Department of Family Medicine and Community Health, Rutgers and community partners.
• Supports administration of community advisory panel.
• Establishes and maintains communication within the Division of Geriatrics, Dept. of Family Medicine and Community Health, Rutgers Health, Rutgers University and beyond regarding the Division of Geriatrics activities.
• Develops and distributes communication materials, flyers, newsletters, email updates, etc.
• Develops and maintains content for the Division of Geriatrics website and social media. Includes updating activities, the division's calendar, and faculty and staff bios.
• Keeps abreast of all pertinent federal, state and Rutgers' regulations, laws and policies as they presently exist and as they change or are modified.

FLSA
Exempt

Grade
22S

Salary Details

Minimum Salary
61512.000

Mid Range Salary
73603.000

Maximum Salary
87239.000

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
37.5

Standard Hours
37.50

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
HPAE 5094

Payroll Designation
PeopleSoft

Seniority Unit

Terms of Appointment
Staff - 12 month

Position Pension Eligibility
ABP

Qualifications
Minimum Education and Experience

• Bachelor's degree required.
• Two (2) years of relevant professional level administrative experience in a government agency, university setting, or large business office required.
• Equivalent experience, education and/or training may be substituted for the degree requirement.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Proficiency with GME systems (New Innovations, ERAS, Thalamus) and Microsoft Office Suite.
• Demonstrated ability to work collaboratively and manage multiple projects in a fast-paced environment.
• Excellent attention to detail.
• Strong organizational skills required.
• Must be able to effectively communicate with all levels of the organization and with community partners.
• Ability to handle confidential information with discretion.

Preferred Qualifications

• Master's degree preferred.
• Experience in graduate medical education is preferred.
• CTAGME Certification is preferred.
• Experience in social media platforms, such as Instagram is preferred.
• Experience in a fellowship program is preferred.
• Experience communicating with medical accreditation bodies is preferred.

Equipment Utilized

Physical Demands and Work Environment

• Physical Demands: Standing, sitting, walking, talking, and hearing. No special vision requirements. Ability to lift or exert force up to 25 pounds.
• Work Environment: Office environment. Moderate noise.

Special Conditions

Posting Details
Posting Number
26ST1843

Posting Open Date

Special Instructions to Applicants

Regional Campus
Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus
Downtown New Brunswick

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.

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: