Secretary I

Position Details
Position Information

Recruitment/Posting Title	Secretary I
Job Category	Staff & Executive - Administrative & Support - General
Department	RWJ-Pediatrics-Neonatology
Overview	To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Posting Summary	Rutgers The State University of New Jersey is seeking a Secretary I to work in the Department of Pediatrics at the Robert Wood Johnson Medical School. As the executive or senior level secretary, provides high level confidential, secretarial services and assists with the administrative activities of the offices for the Divisions of Neonatology and Pediatric Critical Care Medicine and other divisions, as needed. Coordinates the activities for assigned projects and programs. Among the key duties of the position are the following: Performs a wide variety of typing assignments, including correspondence, reports and recommendations, often of a confidential nature. Composes correspondence for signature. Uses various PC software packages such as word processing, spreadsheets, graphics, etc. to produce high-quality documents. Creates tables, charts and graphs, as required. Ensures physician medical licensure, including DEA and CDS and other applicable certifications are current according to guidance from hospital and medical school guidelines. Submits payroll requests for all overtime worked by division members. Prepares and submits travel advances and reimbursement reports. Uses Marketplace for submission of purchase orders. Schedules candidates’ interviews in support of faculty recruitment efforts. Schedules travel and lodging, when appropriate. Oversees or makes detailed travel arrangements for supervisors and other department personnel, as required. Coordinates and arranges both division’s monthly meetings, prepares agendas, reserves and prepares facilities, orders AV equipment for meetings. Records and transcribes minutes of meetings. Distributes minutes to all attendees in a timely manner. Acts as a liaison with other University units such as, Payroll, Physical Plant, Human Resources, etc. Understands and adheres to RUTGERS’ compliance standards as they appear in RUTGERS’ Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
Position Status	Full Time
Hours Per Week	35 hours per week
Daily Work Shift	Day
FLSA	Nonexempt
Grade	2000
Position Salary
Annual Minimum Salary	25.810
Annual Mid Range Salary	26.310
Annual Maximum Salary	27.100
Standard Hours	35.00
Union Description	Teamsters, Local 97
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.
COVID-19 Immunization Requirement	Under Policy 60.1.35 , 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.  Prospective employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster within two weeks (14 calendar days) of eligibility .  Based on current guidance, individuals are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of any COVID-19 vaccine authorized or approved for use in the United States by the United States Food and Drug Administration (FDA) and recommended by the Advisory Committee on Immunization Practices (ACIP) of the Centers for Disease Control and Prevention (CDC).  Eligibility for a booster against COVID-19 varies and is explained on the University’s web site located at https://coronavirus.rutgers.edu/covid-19-vaccine .  Failure to provide proof of primary vaccination and booster will result in rescission of a prospective employee’s offer of employment and/or disciplinary action up to and including termination.
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	PERS

Qualifications

Minimum Education and Experience	Graduated from an accredited program in secretarial studies, plus four (4) years of full-time secretarial experience required. An additional year of experience is required in lieu of the secretarial program. College credits may be substituted on a year-for-year basis for secretarial experience. Up to sixty (60) credits may be substituted for two (2) years of secretarial experience.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Proficiency in typing and experience with word processing packages is required. Demonstrates interpersonal skills. Excellent writing, organization and communication skills are essential. The ability to work well with the University administration, faculty, staff, and students is necessary. Must possess the ability to function in a team environment,  as well as independently. Knowledge of EDIM, Patient Keeper, and SCM, is required. Must have proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
Preferred Qualifications	Banner, Controller’s Report Library, and Marketplace is preferred.
Equipment Utilized
Physical Demands and Work Environment	PHYSICAL DEMANDS: Standing, sitting, walking, talking and hearing. No special vision requirements. Ability to lift 25 lbs. WORK ENVIRONMENT: Office environment. Moderate Noise.
Special Conditions

Posting Details

Posting Number	22ST1766
Posting Open Date
Special Instructions to Applicants
Regional Campus	Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus	Downtown New Brunswick
Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Infection Control and Safety

This position is subject to all Rutgers University policies, including TB surveillance and other infection control and safety policies. Please review the Tuberculosis Surveillance Policy for additional information.

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