Program Support Specialist

Position Details

Position Information

Recruitment/Posting Title	Program Support Specialist
Job Category	Staff & Executive - Project/Program Management/Planning
Department	CINJ-Faculty Recruitment Office
Overview	Through our science, our evidence-based actions, our openness, and our respect for those we serve, we will advance cancer-focused research worldwide and reduce the burden of cancer in our catchment area. By engaging with and empowering our exceptionally diverse populations, and addressing their questions and fears, we will engender hope for cancer patients and their families and play a critical role in strengthening the fabric of our communities by gaining and protecting their trust and providing access to the outstanding oncology care each person deserves.   Our mission is to accelerate scientific discovery focused on understanding cancer, innovating cancer treatment, and improving cancer prevention; to provide outstanding, novel, and compassionate patient care; to provide evidence-based and culturally informed education to physicians, nurses, researchers, staff, and the community; and to achieve cancer health equity in our state through outreach to and engagement of our extraordinarily diverse communities.   CORE VALUES: Curiosity and Discovery, Integrity, Collaboration, Cultivating Diversity, Respect and Caring, Perseverance.
Posting Summary	Rutgers, The State University of New Jersey is seeking a Program Support Specialist for the Cancer Institute of New Jersey. The primary purpose of the Program Support Specialist is to provide a wide variety of high-level administrative and support services for the department of Faculty Recruitment & Affairs. Assists in the coordination and processing of all faculty action documentation and planning and support of departmental activities. Among the key duties of the position are the following:  Responsible for the preparing and tracking of faculty appointment/action paperwork under the direction of the Program Manager. Ensures package is complete and works with appropriate department coordinator. (For clinical faculty, package includes instructions and applications for New Jersey Medical licenses). Responsible for writing job descriptions, nomination/references, curriculum vitae, and proof reading ensuring minimal grammatical error.   Responsible for the processing of faculty promotion and reappointment paperwork in accordance with appropriate guidelines and policies. Works with faculty on timelines to ensure Department, School and University deadlines are met.   Responsible for coordination and follow up on all outstanding faculty actions in process to ensure completion, regarding efficiency and compliance and troubleshooting any issues that arise.  Responsible for maintenance of CINJ Faculty Affairs Database and/or other tracking/workflow systems including data entry and organization of department records. Responsible for maintaining a paperless office and web based filing system, including utilization of Microsoft Teams and/or other communication/storage platforms.  Responsible for running comprehensive reports for analysis, i.e. compensation, productivity, development reviews.  Coordinates onboarding of new faculty with Division administrative staff. For clinical faculty ensure hospital privileges and insurance credentialing requested expeditiously.    Responsible for scheduling and coordination of Program Manager calendar, Office of Faculty Recruitment and Affairs, including CINJ Appointments and Promotions Committee and Faculty Affairs Leadership Meetings, taking minutes as requested, and action follow up.  Update and distribute all CINJ Faculty Affairs-related policies via email distribution, intranet, and website.  Ensure associated website are up to date with current faculty information, i.e. RWJMS, RWJUH/RWJBH.  Maintains Office of Recruitment and Affairs actions tracking system to ensure efficiency.  Assists with updating position control for all faculty actions.  Supports collection and submission of faculty annual evaluations, provides education and instruction to managers as needed, proofreads, logs scores and submits by the designated deadline.  Assists the department with special projects, trainings, preparation of materials and presentations.  Respond and address emails from faculty and department partners expeditiously and professionally.    Serves as principal liaison between the department and Rutgers Global-International Faculty and Scholar Services. Stay abreast of new guidance from relevant governmental agencies and Rutgers International Services.  Coordinates and participates in administrative planning, organizational reviews, and in the introduction of new techniques and methods to improve administrative practices within the department.  Support faculty recruitment as needed; scheduling, escorting, and coordination of recruitment activities.  Responsible for troubleshooting all issues related to faculty affairs that arise both internally and centrally.  Understands and keeps abreast on all University faculty affairs policies and procedures, including RBHS Appointments & Promotions Guidelines.  Understands and adheres to Rutgers’ compliance standards as they appear in RBHS’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy. Understands, demonstrates and models the Rutgers Cancer Institute of New Jersey core values.  Keeps abreast of all pertinent federal, state and Rutgers’s compliance standards as they appear in RBHS’s Corporate Compliance Policy, Code of Conduct and Interest policy.  Acts as a role model for corporate integrity, customer service and improved quality.  Performs other related duties as assigned.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA	Exempt
Grade	22S
Position Salary
Annual Minimum Salary	59590.000
Annual Mid Range Salary	71303.000
Annual Maximum Salary	84513.000
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 Liberal Arts, English, or related field required.  Two (2) years of experience in a business office or academic institution required.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Must have excellent oral and written communication skills and a highly professional demeanor in person and on the telephone.  Effective oral and communication skills.  Must be computer proficient with proven experience with database and reporting tools such as Microsoft Word, Excel, Access, and PowerPoint.  Experience in SharePoint and Teams.
Preferred Qualifications	Experience working in healthcare preferred.
Equipment Utilized
Physical Demands and Work Environment	Standing, sitting, walking, talking and hearing.   No special vision requirements.   Lifting up to 25 lbs.   Office environment.  Moderate noise.
Special Conditions	Must be willing to work additional hours to meet deadlines, as needed.

Posting Details

Posting Number	24ST0325
Posting Open Date	02/09/2024
Special Instructions to Applicants
Regional Campus	Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus	Rutgers University - 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 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