Program Assistant

Rutgers University

United States, New Jersey, New Brunswick

Dec 12, 2024

Position Details

Position Information

Recruitment/Posting Title	Program Assistant
Job Category	Staff & Executive - Administrative & Support
Department	RWJ-Child Health Institute
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 Program Assistant for the Child Health Institute of NJ at the Robert Wood Johnson Medical School. Under the direction of the Director of the Center for NeuroMetabolism ( CNM), the Program Assistant provides essential administrative and program support to the Director, Program Manager, department faculty, and other professional and research staff. This position plays a key role in supporting the Center's daily operations, coordinating office procedures, and fostering seamless interactions with various departments, divisions, and administrative offices within the University and medical school, as well as external stakeholders and the public. The Program Assistant will be responsible for assisting in the development, implementation, and monitoring of departmental projects, ensuring adherence to timelines and attention to detail. They will act as a liaison across multiple teams and handle a variety of personnel-related tasks. Additionally, this role involves providing direct administrative support to department faculty, managing schedules, and prioritizing assignments with discretion and independent judgment. Key responsibilities include supporting departmental activities, coordinating events, addressing inquiries, resolving issues, and ensuring smooth daily operations of the CNM. The Program Assistant is expected to exhibit a proactive and organized approach to problem-solving and contribute to the Center's success through effective communication and collaboration. Among the key duties of this position are the following: Assists managers, administrators, and faculty with matters relating to the CNM programs. Manages databases for specific projects within CNM. Collects data for the CNM programs. Participates in CNM and other related meetings. Coordinates reservations of facilities, travel arrangements, agendas, and the overall set up of conferences, seminars, or workshops. Assists in the preparation of reports, presentations, and correspondence. Respond to inquiries as directed and distribute informational materials. Assists in submission of purchase requisitions. Maintains records and files. Provides secretarial support for training programs.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement	This position requires a fully on-site work arrangement.
FLSA	Exempt
Grade	20S
Position Salary
Annual Minimum Salary	55626.00
Annual Mid Range Salary	66422.00
Annual Maximum Salary	78628.00
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 a related field (e.g., Business Administration, Public Administration, or a comparable discipline). At least one (1) year of relevant experience in an administrative function. Equivalent experience, education, and/or training may be considered in lieu of the degree requirement.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Excellent skills in writing, organization, and interpersonal communication. Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook). Ability to work collaboratively in a team environment. Strong project management and time-management skills with the ability to prioritize tasks in a fast-paced, dynamic environment with frequent interruptions and shifting priorities. Highly motivated and self-driven, with the ability to function independently and handle confidential or sensitive materials with discretion. Exceptional human relations skills, with a demonstrated ability to foster a collaborative and harmonious work environment. Reliability, dependability, and a willingness to take initiative to go above and beyond assigned tasks. Capability to exercise independent judgment and critical thinking in resolving issues and handling challenges. Familiarity with software and platforms used at Rutgers, such as ROCS, PeopleSoft, RAPSS, Marketplace, Sunapsis, and expense management systems (or willingness to attend training to acquire proficiency).
Preferred Qualifications	A Bachelor's degree in Business or Public Administration with two years of professional experience (five years preferred) in progressively responsible administrative roles within a higher education, medical school, or government agency setting. Familiarity with administrative and financial tools and procedures specific to Rutgers or similar institutions. Demonstrated proficiency in creating and managing databases and spreadsheets using Microsoft Excel. Experience with preparing Acrobat PDF files and other document formats. Technical proficiency in maintaining websites, uploading website content, setting up conference/video calls, and troubleshooting technical issues.
Equipment Utilized
Physical Demands and Work Environment	Physical Demands: Must be comfortable working in a research office/laboratory environment. Some lifting may be required: up to 25 lbs. Standing, sitting, walking, talking and hearing. Heavy computer work. May need to travel to other buildings and across campus to attend training, workshops, events, etc. Work Environment: Office / Lab environment. Moderate noise. Must pass employee health clearance, TB Test and required safety training. Must follow all safety precautions, as required.
Special Conditions

Posting Details

Posting Number	24ST2854
Posting Open Date
Special Instructions to Applicants
Regional Campus	Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus	College Ave (RU-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 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, 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. 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