Management Assistant Job at Rutgers University
Position Details
Position Information
Recruitment/Posting Title
Principal Management Assistant
Job Category
Staff & Executive - Healthcare - Administrative Services
Department
RWJ-Psychiatry
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.
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 Principal Management Assistant in the department of Psychiatry at the Robert Wood Johnson Medical School.
Principal Management Assistant provides advanced, diversified and confidential administrative and management support within the Psychiatry Department. Exercises considerable discretion and independent judgement. Coordinates projects, correspondence, reports, and fiscal procedures for the department. Supervises administrative and secretarial support staff.
Among the key duties of this position are the following:
Principal Management Assistant provides advanced, diversified and confidential administrative and management support within the Psychiatry Department. Exercises considerable discretion and independent judgement. Coordinates projects, correspondence, reports, and fiscal procedures for the department. Supervises administrative and secretarial support staff.
Among the key duties of this position are the following:
- Provides administrative and staff support for the department.
- Assists in the preparation of budgets; reviews and monitors expenses and makes recommendations for corrective action.
- Prepares Letters of Intent and Professional Services agreements and other related documents for processing. Acts as a liaison between third-party, Legal Management and the Department Director of Administration. Distributes for signature routing. Follows-up with Legal, third-party- entity and finance as necessary to assist in getting contracts to full execution.
- Creates requisitions in Marketplace and monitors outstanding encumbrances, resolves issues with invoice processing.
- Processes travel/ conferences expenses for Faculty and Staff in expense management.
- Process timesheet and pay records of staff and faculty submitted through PeopleSoft.
- Responsible for the department contracts in TCM.
- Completes request forms for faculty fund, Discretionary, Gift and Endowment funds.
- Manages access forms for new hires including updating employees’ roles in Marketplace.
Position Status
Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA
Exempt
Grade
24S
Position Salary
Annual Minimum Salary
62817.000
Annual Mid Range Salary
76302.000
Annual Maximum Salary
89787.000
Standard Hours
37.50
Union Description
CWA, Local 1031
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 Accounting, Business Administration or a related field plus three (3) years of responsible experience involving the review, analysis and evaluation of budget, organization and administrative practices, data processing application and the recommendations of improved methods in a large business, government agency or educational institution.
- Equivalent education, experience and/or training may be substituted for the degree requirements.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
- Computer literate: Microsoft Office Suite-Word, Excel, Powerpoint, etc. Knowledge of Grants Manager, BANNER, PeopleSoft, Marketplace, Expense Management.
- Basic knowledge of various human resource procedures.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment
PHYSICAL
DEMANDS
: Standing, sitting, walking, talking or hearing. No special vision requirements.
WORK ENVIRONMENT: Office/Laboratory/Clinic environment. Moderate noise.
Special Conditions
Posting Details
Posting Number
23ST1373
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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