Executive Assistant

2 weeks ago

New Brunswick, New Jersey, United States Rutgers University Full time

Posting Summary

Rutgers, The State University of New Jersey, is seeking an Executive Assistant for the department of Anesthesiology at the Robert Wood Johnson Medical School.

Provides advanced, diversified and confidential administrative and management support for the Chair of Anesthesiology. The Executive Assistant will serve as the primary contact for the Anesthesiology Chairman, coordinate travel, and assist with scheduling. Exercises considerable discretion and independent judgement. Assists the Chair in handling a broad range of internal and external activities and special projects relating to the department. The Executive Assistant will assist with credentialing and recruitment activities, along with maintaining 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 with senior administrators, chairpersons, faculty, staff and students. Oversees the maintenance and organization of the Chair's calendar, including phone log, meetings, preparation of materials, conferences, travel arrangements, and expense reimbursements. Opens, sorts and distributes the mail; prepares and distributes correspondence of a confidential nature. Conducts research and studies on assigned matters and prepares reports with background material, providing input and support for policy decisions and formulation. Reviews incoming correspondence and paperwork to minimize the Chair's time spent in this activity. Redirects items which do not require the Chair's attention to the appropriate departments within the school. Maintains comprehensive knowledge of University and Department's policies and procedures. Independently handles projects as assigned by the Chair and Senior Director, which is of a confidential nature, containing information relating to union negotiations, compensation related materials, and other union matters. Supervises the development and maintenance of the department's recordkeeping, filing and retrieval systems. Position Status Full Time Hours Per Week Daily Work Shift Day Work Arrangement FLSA Exempt Grade 26S Position Salary Annual Minimum Salary Annual Mid Range Salary Annual Maximum Salary Standard Hours 37.50 Union Description Non-Union Payroll Designation PeopleSoft Benefits Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to .

Seniority Unit Terms of Appointment Staff - 12 month Position Pension Eligibility ABP Qualifications Minimum Education and Experience Bachelors' Degree (Masters' preferred) in Business, Management or a related discipline, plus at least five (5) years of progressively responsible management 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. Experienced with software packages such as Microsoft Office Suite, Banner, Marketplace. 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 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 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.

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