Job description
Position Details
Position Information
Recruitment/Posting Title
Program Assistant
Job Category
Staff & Executive - Research Support (Laboratory/Non-Laboratory)
Department
NJMS-Pharmacology
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.
Rutgers RBHS is an anchor institution that boasts locations in Newark, New Jersey, a city of promise.
Posting Summary
Rutgers, The State University of New Jersey is seeking a Program Assistant for the Department of Pharmacology, Physiology and Neuroscience within the New Jersey Medical School. Performs a variety of administrative support activities within a department, division or office to the Chair, the Director of Administration, Program Manager, faculty, and research staff. Assists with coordination of various clerical activities and projects as assigned.
Among the key duties of this position are the following:
Among the key duties of this position are the following:
- Prepares comprehensive reports, presentations and official correspondence. Responds to inquiries as directed and distributes informational materials according to University policy and practice.
- Responsible for coordinating the Director’s calendar, including conferences, seminars, program site meetings, workshops, etc.
- Assists with the preparation of grant proposals. Gathers and organizes documents, prepares bio-sketches from resumes, produces tables and spreadsheets for inclusion, edits drafts and final version.
- Under the direction of the course directors, provides secretarial and administrative services for the Medical and Dental Physiology and/or Pharmacology courses, including but not limited to preparation of syllabi, examinations and handouts, maintaining accurate records of grades and maintaining the Master Question Bank.
- Under the direction of the faculty Seminar Coordinator, organizes departmental seminars. Prepares and distributes seminar notices, make travel reservations, prepares the conference room for meetings and seminars, secures audio visual equipment and materials, organizes seminar luncheons and makes dinner reservations as necessary. Ensures the timely completion of the required Entertainment Forms for preapproval.
- Assists foreign nationals in obtaining the appropriate visa classification (J-1, H1B).
- Complies data and prepares reports and spreadsheets containing findings, analyses, conclusions and recommendations as requested.
- Initiates inventory control of office and coffee supplies, prepares and processes orders for supplies as needed.
- Oversees implementation of administrative decisions and the maintenance of official records of operational activities.
- Serves as principal liaison with various administrative units of the University such as Purchasing, Accounts Payable, Human Resources, Payroll, etc.
- Oversees the timely completion of all mandatory ethics training by faculty and staff.
Position Status
Full Time
Hours Per Week
Daily Work Shift
Day
Work Arrangement
FLSA
Exempt
Grade
18S
Position Salary
Annual Minimum Salary
47546.000
Annual Mid Range Salary
56638.000
Annual Maximum Salary
66750.000
Standard Hours
37.50
Union Description
HPAE, Local 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.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment
Staff - 12 month
Position Pension Eligibility
ABP
Qualifications
Minimum Education and Experience
- Bachelor’s Degree in Business Administration, Social Science or a related discipline, plus one (1) year of related experience in a business office, government agency or university setting required.
- Equivalent experience, education and/or training may be substituted for the education requirements.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment
PHYSICAL DEMANDS:
Standing, sitting, walking, talking or hearing. No special vision requirements.
WORK ENVIRONMENT:
Office environment. Moderate noise.
Standing, sitting, walking, talking or hearing. No special vision requirements.
WORK ENVIRONMENT:
Office environment. Moderate noise.
Special Conditions
Posting Details
Posting Number
22ST3419
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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees, Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. 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.
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