Position Details
Position Information
| Recruitment/Posting Title |
Executive Assistant |
| Job Category |
Staff & Executive - Project/Program Management/Planning |
| 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 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. |
| Posting Summary |
Rutgers, The State University of New Jersey, is seeking an Executive Assistant for the department of Medicine at the Robert Wood Johnson Medical School.
Under the direction of the Chair, the Executive Assistant provides advanced, diversified and confidential administrative and management support for the Chair of Medicine. The Executive Assistant will serve as the primary contact for the Medicine Chair, assist with scheduling, coordinates travel, and processes reimbursements. The Executive Assistant exercises considerable discretion and independent judgement. This position will assist the Chair in handling a broad range of internal and external activities and special projects relating to the department, including working with and supporting the Administrators in the Department, as needed. The Executive Assistant will have high customer-oriented awareness, responding to needs as they occur to ensure customer satisfaction is met at all times.
Among the key duties of this position are the following:
- Assists the Chair in coordinating and implementing academic, administrative, and operational tasks of the Department, which includes working with and supporting the Sr. Director of Administration, the Executive Vice Chair, and the other Vice Chairs as appropriate.
- Serves as the department's point person for RWJMS units, including senior administrators across RWJMS, as well as Department Chairs, Division chiefs, faculty, staff, and trainees.
- Reviews incoming correspondence and paperwork to minimize the Chair's time spent on this activity. Redirects items that do not require the Chair's attention to others as appropriate.
- Oversees the maintenance and organization of the Chair's calendar, including phone log, meetings, preparation of materials, processing of minutes and to do lists, conference registration, travel arrangements, and expense reimbursements. Opens, sorts and distributes the mail; prepares and distributes correspondence of confidential nature.
- Plans and schedules the work of the Department to ensure maximum effective utilization of employees, equipment and materials within budgetary requirements.
- Conducts research and studies on assigned matters and prepares reports with background material, providing input and support for policy decisions and formulation.
|
| FLSA |
Exempt |
| Grade |
28S |
| Salary Details |
|
| Minimum Salary |
95926.000 |
| Mid Range Salary |
121346.000 |
| Maximum Salary |
146766.000 |
| Offer Information |
The final salary offer may be determined by several factors, including, but not limited to, the candidate's qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university's broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent. |
| Benefits |
Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include:
- Medical, prescription drug, and dental coverage
- Paid vacation, holidays, and various leave programs
- Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options
- Employee and dependent educational benefits (when applicable)
- Life insurance coverage
- Employee discount programs
|
| Position Status |
Full Time |
| Working Hours |
|
| Standard Hours |
37.50 |
| Daily Work Shift |
|
| Work Arrangement |
|
| Union Description |
MPSC - Legacy UMD |
| Payroll Designation |
PeopleSoft |
| Seniority Unit |
|
| Terms of Appointment |
Staff - 12 month |
| Position Pension Eligibility |
ABP |
Qualifications
| Minimum Education and Experience |
- Bachelors' Degree in a related discipline required, plus five (5) years of progressively more responsible professional administrative experience in business, education or health care environment.
- Equivalent education, experience and/or training may be substituted for the degree requirements.
|
| Certifications/Licenses |
|
| Required Knowledge, Skills, and Abilities |
- Excellent writing, organization and communication skills are essential.
- Ability to work well with all levels within the organization, including school officials, faculty, staff, students and community physicians and leaders.
- Demonstrated ability to be a self-starter and problem-solver who works independently, in addition to being a team player, flexible, and able to shift priorities while maintaining a high level of detail when meeting deadlines.
|
| Preferred Qualifications |
- Master's degree preferred.
- Working knowledge of Microsoft Office Suite, especially MS Office, PowerPoint, and Teams, as well as software packages such as Concur and PeopleSoft, preferred.
|
| Equipment Utilized |
|
| Physical Demands and Work Environment |
- Physical Demands: Standing, sitting, walking, talking or hearing. No special vision requirements. Ability to lift or exert force up to 25 pounds.
- Work Environment: Office environment. Moderate noise.
|
| Special Conditions |
- Must be available for special functions, meetings and projects that may be scheduled on or off-site, during regular business hours, evenings or weekends.
|
Posting Details
| Posting Number |
25ST2391 |
| 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 |
Rutgers University
life insurance, employee discount
Nov 18, 2025