Secretary I

Updated: 4 months ago
Location: New Brunswick, NEW JERSEY

Position Details

Position Information

Recruitment/Posting Title Secretary I
Job Category Staff & Executive - Administrative & Support
Department RSDM-Student Affairs

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.

Rutgers RBHS is an anchor institution that boasts locations in Newark, New Jersey, a city of promise.

Posting Summary

Rutgers, The State University of New Jersey, is seeking a Secretary I for the Office of Student Affairs at Rutgers School of Dental Medicine (RSDM).

The Secretary I provides confidential office support for the Office of Student Affairs. Additional main role is to assist students in answering their questions or directing them to the appropriate party. Assist students in scheduling meetings, arranging for conference rooms. Maintains updated database of student lockers and mailboxes, assigns for each incoming class and makes arrangements for all repairs. Works with workstudy students to ensure timesheets are submitted on a timely basis and they are paid correctly for the work performed.

Office of Student Affairs – Director of Enrollment and Academic Support Services – Processes transcript, enrollment verification and degree verification requests. Manages phonetic list of names for use at White Coat Ceremony and Convocation, mails diplomas to those graduating late and reviews and files student academic files for provides accuracy and updates student information using student information system.

Office of Institutional Assessment and Quality Improvement – Supports Director of Institutional Assessment and Quality Improvement in the administration of RSDM’s comprehensive patient satisfaction survey.

Among the key duties of this position are the following:

  • Provides support services such as answering telephones, preparing general correspondence, etc. maintaining accurate filing system, mailing invitations to events, taking messages etc.
  • Schedules appointments for meetings and arranges for conference rooms. Confirms all meeting times with participants. Makes schedule changes as needed or as appropriate.
  • Assists in the maintenance of the CPR database for Predoctoral and Postdoctoral students to ensure all are up-to-date and copies of CPR cards are on file.
  • Assists in the processing of purchase orders, travel advances/expenses, check requests through BANNER system. Reconciles invoices against purchase orders to ensure adequate funds or to close when no longer needed.
Position Status Full Time
Hours Per Week
Daily Work Shift Day
FLSA Nonexempt
Grade 2000
Position Salary
Annual Minimum Salary 24.420
Annual Mid Range Salary 24.920
Annual Maximum Salary 25.670
Standard Hours 35.00
Union Description Teamsters, Local 97
Payroll Designation PeopleSoft

Information about the benefits provided to Rutgers employees can be found at:

Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility PERS


Minimum Education and Experience
  • Graduation from an accredited program in secretarial studies or one (1) year of prior experience in a clerical function which includes typing may be substituted in place of the secretarial program.
  • Up to thirty (30) college credits may be substituted for a year of clerical experience.
Required Knowledge, Skills, and Abilities
  • Experience in Microsoft Word and Excel are required.
Preferred Qualifications
  • Bi-lingual preferred to translate surveys English to Spanish.
Equipment Utilized
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number 20ST0508
Posting Open Date
Special Instructions to Applicants
Regional Campus Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus Newark (RBHS)
Location Details

Pre-employment Screenings

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

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:

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