Management Assistant Job at Rutgers University
Position Details
Position Information
Recruitment/Posting Title
Management Assistant
Job Category
Staff & Executive - Administrative & Support
Department
Cancer Institute of New Jersey
Overview
Our vision is to be a statewide, national and world leader of scientific discovery, transdisciplinary engagement, translation, patient care and education that improves outcomes for cancer patients and populations.
We will accomplish this by conducting innovative basic, clinical and population research and cutting-edge patient-centered care that expands our understanding of the etiology and biology of cancer; facilitates the rapid translation of laboratory-based discoveries into human studies; develops new approaches and interventions for cancer prevention that decrease cancer incidence and mortality; and develops new and better therapies to decrease suffering and mortality from cancer.
Curiosity and Discovery, Integrity, Collaboration, Respect and Caring, Perseverance.
We will accomplish this by conducting innovative basic, clinical and population research and cutting-edge patient-centered care that expands our understanding of the etiology and biology of cancer; facilitates the rapid translation of laboratory-based discoveries into human studies; develops new approaches and interventions for cancer prevention that decrease cancer incidence and mortality; and develops new and better therapies to decrease suffering and mortality from cancer.
Curiosity and Discovery, Integrity, Collaboration, Respect and Caring, Perseverance.
Posting Summary
Rutgers, The State University of New Jersey is seeking a Management Assistant in Division of Blood Disorders at Rutgers Cancer Institute of New Jersey.
Management Assistant provides high-level administrative support by coordinating office operations for the Medical Director. Independently manages special projects and provides required administrative support for committees and membership programs led by the Medical director. Coordinates office operations and serves as the liaison with various units and administrative offices throughout the University.
Among the key duties of this position are the following:
Management Assistant provides high-level administrative support by coordinating office operations for the Medical Director. Independently manages special projects and provides required administrative support for committees and membership programs led by the Medical director. Coordinates office operations and serves as the liaison with various units and administrative offices throughout the University.
Among the key duties of this position are the following:
- Maintains the schedule of the Medical Director, Oncology Service Line. Coordinates multi-site and teleconference meetings. Attends meetings and prepares formal agenda’s and minutes for distribution.
- Works directly with the Medical Director to fulfill department objectives which include, but are not limited to, coordinating the logistics of lectures, conferences, and other special initiatives. Also, provides administrative support to laboratory personnel.
- Acts as principal liaison with various administrative departments, clinical staff and units of the University and RWJ Barnabas Health. Responsible for the timely follow-up of questions and problems, including ones that are patient related, and maintains a log and documentation of same.
- Plans and schedules the work of the Blood Disorders division to maximize effective utilization of equipment and materials within budgetary requirements. Analyzes and organizes office procedures and workflow of the office and recommends improvements, as necessary.
- Coordinates the Rutgers Cancer Institute of New Jersey Clinical Associate Membership program. Coordinates with the Office of the General Counsel to ensure that various contracts are developed, executed, and tracked.
- Manages Medical Director’s clinic schedule. Develops correspondences, database and spreadsheets as required. Maintains all licensure renewal for the Medical Director, including medical, DEA and CDS.
- Manages and coordinates travel itineraries and reservations for Medical Director. Prepares expense reports upon trip completion.
- Oversees the maintenance of records and ensures that files and record keeping systems meet the needs of the office.
- Responsible for the overall maintenance of the Medical Director’s confidential files and serves as the authorized user of the record for archiving.
- Coordinates fiscal procedures within the office, including budget implementation and control. Ensures that expenditures are in accordance with allocation of funds. Responsible for purchase orders, check requests, travel reimbursements, etc.
Position Status
Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA
Exempt
Grade
20S
Position Salary
Annual Minimum Salary
51688.000
Annual Mid Range Salary
61720.000
Annual Maximum Salary
73062.000
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, Finance or a related field; plus one (1) year of experience involving the review, analysis and evaluation of financial, organizational and/or administrative practices in a business or government agency.
- Equivalent education, experience and/or training may be substituted for the degree requirements.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
- Must be computer literate with proficiency and working knowledge of database and reporting tools, such as Adobe, Microsoft Word, Excel, Access and PowerPoint.
- Effective oral and written communication skills. Must be dependable, flexible, and people-oriented. Must be willing to work additional hours to meet deadlines as needed. Ability to function in a team environment required. Superior organizational skills with the ability to manage numerous projects simultaneously. Demonstrated knowledge of how to accomplish superior performance in a unionized environment necessary. Ability to navigate the internet and portal.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment
PHYSICAL DEMANDS: Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 25 lbs.
WORK ENVIRONMENT: Office environment. Moderate noise.
WORK ENVIRONMENT: Office environment. Moderate noise.
Special Conditions
Posting Details
Posting Number
22ST3790
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 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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