Secretary Job at Rutgers University
Position Details
Position Information
Recruitment/Posting Title
Secretary I
Job Category
Staff & Executive - Administrative & Support
Department
RWJ-Psychiatry
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.
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 Secretary I for the Psychiatry Department within Robert Wood Johnson Medical School.
The Secretary I provides administrative support to the Executive Chair, Senior Vice Chair, Senior Director of Administration and handle overall administrative needs for the department .
Among the key duties of this position are the following:
The Secretary I provides administrative support to the Executive Chair, Senior Vice Chair, Senior Director of Administration and handle overall administrative needs for the department .
Among the key duties of this position are the following:
- Create reports, such as the Department Monthly Activity Report and Monthly FTERS report for Chair. Distribute monthly reminders to faculty for report submissions.
- Process payments weekly for faculty (RWJMS) and (UBHC) weekend/holiday call compensation and maintaining a log of all outgoing payments. Also, responsible for processing child fellow compensation for their shifts worked and staff out of title payments monthly.
- Process travel/conference expenses for Faculty and Staff in Expense Management System on a routine basis.
- Responsible for invoicing of clinical practice school evaluations performed by our providers and maintaining records of account receivables and deposits.
- Responsible for contract invoicing with affiliates and outside institutions as needed; including maintaining records of account receivables and deposits. Monitoring revenue and collections for these contracts.
- Utilizing PeopleSoft system to record staff absence, vacation requests and maintaining records of time off requests.
- Contracts – Prepare drafts of new and amended Professional Service Agreements and all related documents such as, TCM Vendor Profile, Letter of Intent, FMV for review by office of legal management, then route for signature approvals. Maintain contract files. Assist Sr. Director of Administration with correspondence to Faculty and Staff, when necessary.
- Responsibilities include; calendar – scheduling student appointments, seminars, didactic lectures, activities and speaking engagements. Assist in the preparation of speaking engagements when necessary such as conference room reservations and a/v equipment when needed. Assist with photocopying and maintenance of office files.
Position Status
Full Time
Hours Per Week
Daily Work Shift
Day
Work Arrangement
FLSA
Nonexempt
Grade
2000
Position Salary
Annual Minimum Salary
26.400
Annual Mid Range Salary
26.900
Annual Maximum Salary
27.710
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.
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.
Seniority Unit
Terms of Appointment
Staff - 12 month
Position Pension Eligibility
PERS
Qualifications
Minimum Education and Experience
- Graduation 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.
- Experience with additional software packages as required by the department.
- Demonstrated interpersonal skills.
- Excellent writing, organization and communication skills.
- 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.
Preferred Qualifications
- Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint), Banner, Controller’s Report Library, and Marketplace.
Equipment Utilized
Physical Demands and Work Environment
- PHYSICAL DEMANDS: Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 251bs.
- WORK ENVIRONMENT: Office environment. Moderate noise.
Special Conditions
Posting Details
Posting Number
23ST1367
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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees, 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. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. 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.
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