Administrative Assistant

Position Details Position Information Recruitment/Posting Title Administrative Assistant Job Category Staff & Executive - Administrative & Support Department SHP-Health Informatics Overview New Jerseys 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, Newarks 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 School of Health Professions (SHP) is seeking a Administrative Assistant to work in the Health Informatics Department. Under the direction of the Manager of Administrative Services, the Administrative Assistant provides a high-level of confidential administrative services in support of grant activities, projects and initiatives. Essential duties and responsibilities include the following:

• Obtains POs, Check Requests, and supplies as needed. Tracks expenses and provides input into the preparation of grant related budgets.
• Assists with preparation of grant applications and documentation, marketing information and other related documents or reports.
• Coordinates meetings and arranges programs, events, and/or conferences, including arranging for facilities and catering, issuing information and invitations, coordinating speakers, and creating, collecting, and disseminating presentation materials.
• Oversees the maintenance of records and ensures that files and record-keeping systems meet documentation and reporting requirements.
• Provides communications support for grant initiatives, utilizing excellent communication skills and knowledge of grant activities, goals and objectives to draft or respond to written correspondence and phone calls, often of a confidential nature.

Position Status Full Time Hours Per Week Daily Work Shift 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 200 Position Salary Annual Minimum Salary 27.89 Annual Mid Range Salary 28.39 Annual Maximum Salary 29.24 Standard Hours 37.50 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

• Bachelors degree in Business, Health Sciences, English, Communication, or a related field required.
• Equivalent experience, education and/or training may be substituted for the education requirements.

Certifications/Licenses Required Knowledge, Skills, and Abilities

• Knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping and/or report writing.
• Demonstrated interpersonal, organizational, written and verbal communication skills required.
• Experience with Word and Excel required.
• Ability to occasionally work after business hours required.
• Ability to travel between campuses required.

Preferred Qualifications

• Experience with PowerPoint, Adobe and DocuSign preferred.

Equipment Utilized Physical Demands and Work Environment PHYSICAL DEMANDS:

• Standing, sitting, walking, talking, hearing.
• Must be able to lift or exert force up to twenty (20) pounds.

WORK ENVIRONMENT:

• Office environment.
• Moderate noise.

Special Conditions Posting Details Posting Number 25ST0671 Posting Open Date Special Instructions to Applicants Regional Campus Rutgers Biomedical and Health Sciences (RBHS) Home Location Campus Piscataway (RBHS) City Piscataway State NJ Location Details RWJMS Research Tower Busch Campus 675 Hoes Lane West, Piscataway 08854 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 candidates offer of employment or disciplinary action up to and including termination.