Staff Assistant

Position Details

Position Information

Recruitment/Posting Title	Staff Assistant
Job Category	Staff & Executive - Administrative & Support
Department	RSDM-Academic Affairs
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 Staff Assistant for the Department of Academic Affairs within the Rutgers School of Dental Medicine (RSDM). This position reports to the Program Administrator and under the direction of the Associate Dean for Academic Affairs, assists with the development, implementation and monitoring of programs within the Office for Academic Affairs. The Staff Assistant provides high-level, confidential administrative, secretarial and program support for the Associate Dean for Academic Affairs, Associate Dean for Graduate Programs, faculty, and other professional staff. Among the key duties of this position are the following: Executes administrative assignments and tasks requiring data collection, information gathering and summaries, data entry/retrieval, database maintenance, compiles data for special projects and necessary reports utilizing Microsoft Office, student records system, learning management system, and other software programs as directed.  Reviews and edits predoctoral and postgraduate syllabi, ensuring the content is consistent with the academic schedule and academic calendars.  Provides assistance to faculty, department administrators and staff with the syllabus submission and review process as needed.  Communicates with course directors regarding questions/discrepancies on syllabi as needed. Supports the Patient Quality Assurance Committee, including but not limited to administrative support for the committee and accurate and efficient data entry of patient surveys into database.  Oversees daily calendar of Associate Dean for Graduate Program, Director for Academic Affairs, and Director for Curriculum Innovation and Faculty Development as requested, including setting up meetings and responding to related scheduling matters. Assigns rooms and AV services for all predoctoral and postgraduate courses utilizing a room-scheduling system. Interfaces with OIT regarding AV support for lecture halls as requested. Prepares Dean’s Letters of Recommendations for students/graduates applying to postgraduate programs for the Director’s signature. Uploads applicant data to PASS portal. Provides support, including assisting with event coordination and staffing as requested, for special events including but not limited to Postgraduate Fair, Balbo Day, Match Day Reception, etc. Assists in coordinating all aspects of functions handled by the Office for Academic Affairs as requested including catering arrangements, work orders, purchase orders, mailings, etc.  Provides telephone support, greets and assists visitors, and responds to a wide variety of inquiries.  Answers routine correspondence. Performs other related duties as assigned, including but not limited to committee support as requested and maintaining working knowledge of all responsibilities within the Office for Academic Affairs to provide cross coverage. Maintains confidentiality of student records in accordance with RSDM and RBHS policies.  Understands and adheres to Rutgers’ compliance standards as they appear in RBHS’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.  Performs other related duties as assigned.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement	Consistent with the current application of Rutgers Policy 60.3.22, this position requires a fully on-site work arrangement and may be eligible for a compressed workweek or a flex workday schedule. The flexible work arrangements outlined in Rutgers Policy 60.3.22 are part of a pilot program that is effective September 1, 2022 through August 31, 2024. Therefore, there is no guarantee that this flexible work arrangement will continue beyond that date. Flexible work arrangements are not permanent, are subject to change or cancellation and contingent on the employee receiving approval in the FlexWork@RU Application System. Additional information may be found at https://futureofwork.rutgers.edu
FLSA	Exempt
Grade	19S
Position Salary	$52,503
Annual Minimum Salary	52503.000
Annual Mid Range Salary	62615.000
Annual Maximum Salary	74061.000
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 .
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	Bachelor’s Degree plus one (1) years of professional level experience in a business office, government agency or university setting.  Additional related experience may be substituted for the degree on a year-for-year basis.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Proficiency in Microsoft Word, Excel, and Power Point is required.  Ability to work independently is a must.  Excellent oral and written communication and organizational skills are required.  Ability to work with students, faculty and staff on sensitive matters with diplomacy and discretion is required.
Preferred Qualifications	Bilingual (Spanish) is preferred. Familiarity with BANNER and MARKETPLACE is preferred.
Equipment Utilized
Physical Demands and Work Environment	Able to lift 10 lbs. Standing, sitting, walking, talking or hearing.  Visual acuity to perform activities such as: viewing a computer terminal, reading, analyzing written information data, etc.  Office environment with moderate noise.
Special Conditions

Posting Details

Posting Number	24ST0033
Posting Open Date	01/05/2024
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