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Executive Assistant

3 months ago

New Brunswick, United States Rutgers University Full time

**Position Details**:

- Position Information**Recruitment/Posting Title**
- Executive Assistant**Job Category**
- Staff & Executive - Administrative & Support**Department**
- RWJ-Anesthesiology-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 universitywide, 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 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**
- 81219.000**Annual Mid Range Salary**
- 102743.500**Annual Maximum Salary**
- 124268.000**Standard Hours**
- 37.50**Union Description**
- Non-Union**Payroll Designation**
- PeopleSoft**Benefits**

**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,