Administrative Assistant

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. The role supports the Center’s programs including the seminar series and graduate courses. The incumbent prepares and processes requisitions relating to the Center and faculty, processes VISA applications for international hires, assists supervisor with faculty recruitment, and 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 obtains purchase order numbers, duplicates and distributes copies for appropriate faculty and staff, contacts vendors and/or Accounts Payable for orders and billing, and orders supplies for the Center and/or administration. Coordinates the seminar schedules of the Center, including confirmation correspondences to speakers and hosts, preparing follow‑up correspondence, arranging for internal and external advertising, securing honoraria and requisitions, arranging refreshments and luncheons, confirming seminar titles, arranging travel and lodging if needed, arranging rooms and audiovisual equipment, and timing the distribution of schedules and announcements. Coordinates the WIP (Work in Progress), developing the Fall and Winter speaker schedules, contacting PIs to have their students and postdoctoral fellows sign up to give a talk, typing and distributing announcements within the Cancer Center building, and keeping the schedule up to date. Prepares and processes the J‑1 and H‑1B VISA applications, including coordinating new and extension requests with the Office of Global Services. Collects Tissue Culture Invoices for signatures and appropriate account numbers, processes invoices by recording appropriate information on a spreadsheet for the Research Office and Finance Office to route the expense. FLSA Nonexempt. Grade: 192. Salary Details: Minimum Salary: $28,790 Mid Range Salary: $29,290 Maximum Salary: $30,170 Benefits: 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. Physical Demands: Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 25 lbs. Work Environment: Office environment. Moderate noise. 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. Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Access, Microsoft Excel, Microsoft Word, PowerPoint. Excellent interpersonal, oral, and written communication skills. Experience with preparing J‑1 and H‑1 Visa applications. Demonstrated ability to handle multiple projects simultaneously. Preferred Qualifications: Knowledge of order processing. Equal Employment Opportunity Statement: It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of 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. For additional information please see the Non‑Discrimination Statement at the following web address: #J-18808-Ljbffr