Rutgers, The State University of New Jersey is seeking a Management Assistant for the Administration and Planning Department at Rutgers Cancer Institute of New Jersey
Provides high-level administrative support by coordinating office operations for the Medical Director. Independently manages special projects and provides required administrative support for committees and membership programs led by the Medical director. Coordinates office operations and serves as the liaison with various units and administrative offices throughout the University.
Among the key duties of this position are the following:
Maintains the meeting and travel schedules of the Associate Director of Clinical Research and the Regional Phase I Clinical Program Director, working closely with clinical schedulers to coordinate these meetings with their patient appointment schedules.
Coordinates high-level multi-site and teleconference meetings. Attends meetings, prepares and distributes formal agendas, and keeps detailed minutes for distribution and record-keeping.
Coordinates high level visitor meetings on and off CINJ campus. Acts as key resource coordinating details for visitors coming to CINJ or for the Associate Director of Clinical Research/ Regional Phase I Clinical Program Director going offsite. Handles directions, parking information and other location logistics. Ensures relevant background information is available in advance of every meeting.
Manages and coordinates travel itineraries and reservations for Associate Director of Clinical Research and the Regional Phase I Clinical Program Director. Prepares expense reports upon trip completion.
Acts as principal liaison with various administrative departments, clinical staff and units of the University and RWJ Barnabas Health. Responsible for the timely follow-up of questions and problems, including ones that are patient related, and maintains a log and documentation of same.
Supports recruitment, onboarding, timekeeping, and annual evaluations of research personnel.
Coordinates fiscal procedures within the office, including budget implementation and control. Ensures that expenditures are in accordance with allocation of funds. Responsible for purchase orders, check requests, travel reimbursements, etc.
Minimum Education and Experience:
Bachelor's Degree in Business Administration, Finance or a related field.
One (1) year of experience performing high-level administrative support for a senior scientific leader or equivalent.
Experience involving the review, analysis and evaluation of financial, organizational and/or administrative practices.
Equivalent education, experience and/or training may be substituted for the degree requirements.
Required Knowledge, Skills, and Abilities:
Must be computer literate with proficiency and working knowledge of database and reporting tools, such as Adobe, Microsoft Word, Excel, Access and PowerPoint.
Effective oral and written communication skills.
Must be dependable, flexible, and people-oriented.
Ability to function in a team environment.
Superior organizational skills with the ability to manage numerous projects simultaneously.
Demonstrated knowledge of how to accomplish superior performance in a unionized environment necessary.
Ability to navigate the internet and portal.
Prior experience in coordinating meetings and domestic and international travel.
Physical Demands and Work Environment:
PHYSICALDEMANDS: Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 25lbs.
Must be willing to work additional hours to meet deadlines as needed.
Posting Number: 19ST2949
Location: Downtown New Brunswick
Internal Number: 93837
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.