Rutgers, the State University of New Jersey is seeking an Executive Assistant for the Department of Urban – Global Public Health at the School of Public Health. The Executive Assistant provides high level confidential staff support to the Chair and provides a broad range of administrative, organizational, and functional coordination of activities. The Executive Assistant supports the Dean on a broad range of internal and external activities that pertain to the mission of the School. These activities and responsibilities are primarily accomplished through interaction with management personnel within the School and in combination with faculty, chairs, directors, staff, students, and representatives of University administration.
Provides high level confidential support to the Chair working independently to perform the essential duties of the position and maintains liaison between the department and other offices within the School and University.
Oversees the maintenance and organization of the Chair's calendar, including meetings, conference, and travel arrangements.
Assists the Department Chair with the oversight of the administrative personnel.
Manages priorities in a fast-paced environment on a broad range of problems and questions and develops options for immediate resolution.
Prioritizes scheduling demands and coordinates information flow and inquiry requests directed for action by the Chair's office based on source of inquiry, nature of issue, and response time frame.
Establishes and maintains confidential correspondence/communications which are issue or policy oriented and which require the Dean's response or approval. Screens correspondence, oversees the organization of and/or composition of correspondence for the Chair's signature.
Provides administrative support for critical areas including the Chair's departmental meetings and other meetings as directed by the Chair, including developing agendas and preparing meeting notes. Follows up with action items as appropriate to ensure that the scope of work is executed in accordance with the Chair's expectations and in compliance with the SPH bylaws and accreditation standards.
Prepares, revises and/or edits the preparation of clear and accurate reports, position papers and proposals relating to the activities of the Chair.
Follows up on the status of assignments from the Chair to other school-wide administration to ensure timely response. Coordinates follow-up process for item specific communications generated between SPH departments and the Chair's Office.
Develops administrative guidelines in conjunction with senior SPH administration which define issues/requests appropriate for Chair's Office attention and/or resolution.
Maintains a master schedule of all departmental meetings involving administration, departments, committees, and other internal and external events.
Monitors the work of Standing and Ad Hoc Committees providing administrative support and preparing background data and documents as needed.
Assists with informational searches and coordinating materials for preparation of reports required by Rutgers administration or other bodies.
Assists the Chair with research and preparation of position papers, speeches, correspondence, reports and other written materials.
Formulates and recommends the establishment of or changes in administrative and operational policies and procedures to the Chair for approval.
Supports Rutgers University's Workplace Diversity/EEO goals and objectives concerning employment and promotional opportunities.
Minimum Education and Experience:
Bachelor's Degree in Public Health, Business Administration, Education Administration, Healthcare Administration or other relevant field.
Four (4) years of progressively more responsible related professional and/or academic administrative experience.
Equivalent experience, education and/or training may be substituted for the education requirements.
Required Knowledge, Skills, and Abilities:
Ability to work well with all levels within the organization, including school/university officials, faculty, staff, and students with diplomacy, executive maturity and sensitive human relations skills.
Computer literate with proficiency and working knowledge of database and reporting tools including Microsoft Word, Excel, Access and PowerPoint.
Excellent verbal and written communication skills.
Valid driver's license
Master's Degree in Public Health, Business Administration, Education Administration, Healthcare Administration or other relevant field.
Physical Demands and Work Environment:
Must be able to lift or exert force up to 25 pounds.
This position is primarily located in Newark but will be required to travel between campuses and work remotely at the different campus locations (Newark, Piscataway, New Brunswick, Camden).
Flexible regarding work hours in order to accommodate the demands of the Chair's Office.
Salary: VS26 scale. Maximum salary to be offered $70,000
Posting Number: 19ST1847
Location: Newark (RBHS)
Internal Number: 87394
About Rutgers University
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.