Position Details
Position Information
| Recruitment/Posting Title |
Executive Assistant |
| Job Category |
Staff & Executive - Project/Program Management/Planning |
| Department |
RWJ-Pediatrics-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 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. |
| Posting Summary |
Rutgers, The State University of New Jersey, is seeking an Executive Assistant for the department of Pediatrics at the Robert Wood Johnson Medical School.
Under the direction of the Senior Director of Administration, the Executive Assistant, provides advanced, diversified and confidential administrative support in the Department of Pediatrics. The Executive Assistant will serve as the primary contact for the Pediatric Leadership team. The Executive Assistant exercises considerable discretion and independent judgement. Assists the Leadership team in handling internal and external activities and special projects as assigned relating to the department. The Executive Assistant will assist 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:
- Oversees the administration 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.
- Reviews incoming correspondence and paperwork to minimize the Leadership's time spent in this activity. Redirects items which do not require the Chair's attention to the appropriate departments within the school.
- Independently handles projects as assigned by the Chair, Senior Director and Program Administrator, which is of a confidential nature, containing information relating to union negotiations, compensation related materials, and other union matters.
- Maintains comprehensive knowledge of University and Department's policies and procedures.
- Handles the development and maintenance of the department's recordkeeping, filing and retrieval systems.
- Assists the Program Administrator with the reappointment activities of physicians, CRNAs and Advanced Practice Professionals that involves facilitating the submission and evolution of application and supporting paperwork.
|
| FLSA |
Exempt |
| Grade |
26S |
| Salary Details |
|
| Minimum Salary |
87004.000 |
| Mid Range Salary |
110062.000 |
| Maximum Salary |
133119.000 |
| 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 |
Consistent with the current application of Rutgers Policy 60.3.22 or the applicable provisions of relevant collective negotiations agreements, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, are subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System. |
| 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 Business, Management or a related discipline, plus at least three (3) years of progressively more responsible 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 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 |
- Masters' degree preferred.
- Experience with software packages such as Microsoft Office Suite, Banner, Marketplace a plus.
|
| 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 |
25ST2443 |
| 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 encourage all qualified applicants to apply. 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 26, 2025