Sr. Management Assistant

Position Details

Position Information

Recruitment/Posting Title	Sr. Management Assistant
Job Category	Staff & Executive - Administrative & Support - Management
Department	RSDM-Pediatric Dentistry
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 School of Dental Medicine (RSDM) is seeking a Senior Management Assistant for the Department of Pediatric Dentistry. Under the direction of the Department Chair, this position has the administrative responsibility for the operational activities of the Department of Pediatric Dentistry and Community Health including the Special Care Treatment Center. This position coordinates the day-to-day activities and functions of the department, supervises clerical, secretarial and clinical staff, and assists the department Chair in matters relating to departmental planning, organization, and management. The Sr. Management Assistant assists in coordinating undergraduate and postdoctoral programs in Pediatric Dentistry and Special Care Treatment Center, oversees the business operation of the department and coordinates educational activities and supervises clerical and professional staff in the Special Care Treatment Center. Among the key duties of this position are the following: Conducts interviews and makes recommendations to the Chair regarding selection of support personnel for the department. Acts as liaison with the Human Resources Department, responsible for recruiting, hiring, orientation, and training of new clerical or secretarial employees; directly assigns work and priorities. Supervises secretary, clinical staff, and clerical employees within the Office of the Chair, prepares position descriptions and performance evaluations, and initiates personnel action as required. Maintains confidential files on employees. Records and enters time and attendance for departmental staff payroll in PeopleSoft. Monitors all staff, faculty, and student vacation and leave. Assures efficient staffing, and administers departmental programs and policies that contribute to the recruitment, retention, motivation, and development of staff at subordinate levels. Provides support services for department faculty by expediting projects and troubleshooting those areas which fall outside routine situations handled by the staff. Coordinates all office functions, and implements all Rutgers’ and department policies. Develops and prepares reports as necessary for department chair: budget, clinic revenues, billing, axiUm reports, etc. Responsible for creating job descriptions of staff at subordinate levels. Supervises the maintenance of current CPR and licensing records for all faculty, staff and postdoctoral students. Coordinates internal seminars with outside visiting professors. Maintains policies and procedures to ensure proper functioning of clinical facility, as well as orientation of professional and clinical staff. Supervises maintenance of the departmental confidential filing system. Implements all department and Rutgers’ policies. Monitors spending and oversees the monthly budget and operating statements for Pediatric Dentistry, the Special Care Treatment Center, Postdoctoral Pedo Grant Account, GA Grant Account, CE Residual Account Reconcile grant and residual accounts and investigate and/or correct discrepancies. Acts as back up for the department front desk when needed. Performs other duties as assigned.
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	22S
Position Salary
Annual Minimum Salary	53339.00
Annual Mid Range Salary	64716.00
Annual Maximum Salary	76092.00
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 .
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	Bachelor’s degree in Business Administration or a relevant field. Two (2) years of administrative experience in a government agency, university or large business office with the responsibility for office management, preparation of reports, and supervision of subordinates. Equivalent education, experience, and/or training may be substituted for the degree requirements.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Must be proficient in Microsoft Word and Power Point and knowledgeable in Excel.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment	Standing, sitting, walking, bending and talking or hearing. No special vision requirements. Office setting, moderate noise.
Special Conditions

Posting Details

Posting Number	24ST0433
Posting Open Date	02/21/2024
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 vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. 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