Program Assistant

Position Details

Position Information

Recruitment/Posting Title	Program Assistant
Job Category	Staff & Executive - Administrative & Support
Department	RWJ-Medicine-Chairman's Office-Meb
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 six centers and institutes that focus on cancer treatment and research, neuroscience, clinical and translational research, 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 including New Brunswick, Piscataway, Newark, Scotch Plains, Somerset, Blackwood, and other locations. Clinical partners include Robert Wood Johnson University Hospital in New Brunswick, 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 department of Medicine at the Robert Wood Johnson Medical School. The Program Assistant position assists in oversight of all Department of Medicine educational programs, with a focus on subspecialty fellowships. The individual will serve as a liaison between the fellowship programs at Rutgers Robert Wood Johnson Medical School; internal GME and affiliate training sites; and external accreditation bodies (i.e., AMA, ECFMG, AAMC, ACGME, ABIM, and specialty societies). The ideal candidate will demonstrate initiative, be willing to take direction, support the larger team, and contribute to the growth of the Department of Medicine’s educational mission. Among the key duties of this position are the following: Under supervision, deliver the needs of various accreditation bodies, including, but not limited to, ACGME, ABIM, ECFMG, AAMC, NRMP and the New Jersey State Board of Medical Examiners. Complete annual mandated surveys for ACGME and FREIDA. Accurately track all needed documents for maintenance of programmatic accreditation, including preparation for all ACGME site visits, electronic submission of milestones provided by each program director, etc. Serve as the liaison between our training programs and the internal GME office. Maintain accurate and regularly updated databases for the programs and the fellows.  This includes preparation of all needed fellow information lists, including master data list, contact information, questionnaires/forms, and attendance tracking at events. Coordinate fellows’ involvement and participation in Residency/Fellowship Research Day, Quality Improvement programs, Art and Business of Medicine Conferences, Medical Grand Rounds, and other departmental and divisional special events. Arrange for conference travel advances and reimbursement for fellows, with budgetary tracking. Coordinate logistics needed for the fellowships, such as computer training, purchasing of lab coats, housing opportunity list, beepers, the incoming fellows’ orientation, etc.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement	This position requires a fully on-site work arrangement.
FLSA	Exempt
Grade	18S
Position Salary
Annual Minimum Salary	50363.000
Annual Mid Range Salary	59994.000
Annual Maximum Salary	70704.000
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 in Business Administration or a related discipline, plus one (1) year of progressively more responsible professional experience inclusive of day-to-day operational, and program management responsibilities in a business office, government agency or university setting.   Equivalent experience, education and/or training may be substituted for the education requirements.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	It is imperative that this individual possess confidentiality, accuracy and efficiency.   Desired candidate must be adept at communicating with colleagues, display excellent written, oral, and computer skills, including facile use of MS Word, Excel, PowerPoint, and an ability to use internet-based surveys and tools.
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.
Special Conditions

Posting Details

Posting Number	24ST0861
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 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