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Rutgers The State University Staff Assistant in Piscataway, New Jersey

Position Details

Position Information

Recruitment/Posting Title Staff Assistant
Job Category Staff & Executive - Administrative & Support
Department RWJ-RINTS
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 a Staff Assistant for the department of Neurology at the Robert Wood Johnson Medical School.Under the guidance of the Program Manager and Institute Director, performs a wide variety of administrative and support services within the Institute. Assists in the planning and support of program activities and special projects. Coordinates office and lab operations and communication.Among the key duties of this position are the following:
  • Provides confidential administrative support to the Director and Program Manager, department faculty, and research staff.
  • Assists Program Manager with managing and carrying out daily administrative activities and operations of the Director's Office & the department. Process building access requests (ID Card/Keys). Process parking permits for guests and volunteers. Handle conference room requests, room set-up and audio-visual support. Submit work orders for building maintenance, housekeeping, carpentry work and room set-up, as needed.
  • Provides administrative support to department Faculty. Manage calendars; draft correspondence; schedule meetings; arrange travel; process expense reimbursements; organize lab meetings; and serve as coordinator for student interns and volunteers.
  • Assists in processing biweekly timesheets for hourly employees. Track and record faculty and postdoc PTO.
  • Reviews intradepartmental expenditures including purchasing quotes, invoices, and billing discrepancies. Verify funding source, compile necessary data, prepare justifications for projected expenditures, and track expenditures via spreadsheet. Processes invoices, purchase orders, check requests and expense reimbursements. Onboard new suppliers.
  • Creates FedEx shipping labels and schedule pickups and deliveries as needed. Ensure Fedex account is up to date and remains in good standing.
  • Helps maintain RINT website; ensures accuracy of information on website; and work with Program Manager and Director to develop and upload new website content.
  • Maintains and organizes confidential department and personnel files (hard and soft copy).
  • Helps maintain department office and lab supplies and equipment needs. Work with staff to ensure items are ordered/stocked. Track inventory as needed.
  • Ensures department office and laboratory equipment is functioning. Process maintenance and repair orders, as needed. Research information and make recommendations for equipment purchases and/or upgrades. Maintain records of equipment warranties and process renewals as needed.
  • Attends training sessions and learn new software programs and university processes. Work with Program Manager to identify and develop ways to improve efficiencies and processes.
  • Screens calls and provide information in accordance with organizational policy.
  • Receives and appropriately handles incoming correspondence, make appointments, schedule meetings, and respond to inquiries.
  • Maintains and updates departmental mailing lists.
  • Creates flyers and brochures for seminars and other events.
  • Assists Program Manager with HR and Global processes including recruitment, onboarding, offboarding, and visa applications and renewals.
  • Provides administrative assistance with annual reviews for departmental staff.
  • Understand and adhere to RBHS and Rutgers University compliance standards as they appear in the Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy
  • Keep abreast of all federal, state and Rutgers University regulations, laws and policies as they presently exist and as they change or are modified.
  • Perform other duties as assigned.
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 Exempt
Grade 21S
Position Salary
Annual Minimum Salary 58025.00
Annual Mid Range Salary 69366.00
Annual Maximum Salary 82164.00
Standard Hours 37.50
Union Description HPAE 5094
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 ABP
Qualifications

Minimum Education and Experience
  • Bachelor's Degree in Liberal Arts, Public or Business Administration, the Social Sciences or a related field, plus one (1) year of professional level experience in a business office, government agency, or university setting.
  • Equivalent experience, education and/or training may be substituted for the education requirements.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
Preferred Qualifications
  • Experience with Marketplace, website content editing, Microsoft Office Suite.
Equipment Utilized
Physical Demands and Work Environment
  • Physical Demands: The incumbent needs to be physically capable of performing the above duties, including sitting at desk for extended periods, standing on feet, and walking to other buildings on the campus. Occasionally, certain heavy items may need to be moved or lifted, such as small equipment, boxes and bottles.
Special Conditions
Posting Details

Posting Number 24ST2718
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
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.

Affirmative Action/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, p regnancy, 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 value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement

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