Rutgers, The State University of New Jersey, is seeking a motivated Program Support Specialist (Clinic), for the Clinical Radiation Oncology Department in the Rutgers Cancer Institute of New Jersey.
The primary purpose of the Program Support Specialist position is to provide high level administrative support in the management and coordination of administrative activities for assigned faculty in the Clinical Division of the Department of Radiation Oncology. Working under the direction of the Program Administrator the Program Support Specialist prioritizes and executes a breadth of administrative functions for assigned faculty including, but not limited to, coordination of various schedules, grant applications, arranging weekly meetings, keeping track of faculty accomplishments, arranging travel, tracking expenses, learning, utilizing and applying new and existing technologies as appropriate.
Among the key duties of this position are the following:
Provides executive level administrative support in the management and coordination of administrative activities for assigned clinical faculty including, but not limited to, travel arrangements, expense reports, manuscript and abstract reparation/submission, fielding phone calls, application submission, coordination of calendars and schedules, processing correspondence, initiating and/or implementing special projects.
Responsible for ensuring that documentation pertaining to licensure, continuing medical education, professional memberships and hospital credentialing is current and accurate for assigned physician faculty.
Maintain a record of accomplishments of supported faculty (publications, lectures, grants applied for, etc) and regularly submit this information into department database to be used in reporting.
Processes grant applications in RAPSS as well as other external grant application portals; processes internal grant applications. Assists with preparation and submission of administrative components of grant applications on behalf of faculty in the division of Clinical Radiation Oncology.
Coordinates hospital privileges and insurance credentialing for clinical faculty; work with the Office of Practice Management at RCINJ and/or NJMS office of Clinical Enterprise/UPA to ensure that clinical privileges at practice sites are efficiently processed.
Manages and tracks various faculty compliance requirements such as APS, outside activity etc.
Assists with onboarding of new staff and/or faculty in the division, including visa processing.
Acts as a liaison between department and administrative units such as Purchasing, Human Resources, IST, Accounting and Payroll.
Learns components of the ARIA system for purpose of maintaining faculty schedules, looking up and providing information as requested, transmitting correspondences as needed, etc.
Minimum Education and Experience:
Bachelor's Degree in Business Administration or a related field, plus two (2) years of experience in a clinical setting or academic institution.
Equivalent education, experience and/or training may be substituted for the degree requirements.
Required Knowledge, Skills, and Abilities:
Must be dependable, flexible, and people-oriented. Must be willing to work additional hours to meet deadlines, as needed.
Must have excellent oral and written communication skills and a highly professional demeanor in person and on the telephone.
Effective oral and written communication skills.
Ability to speak effectively before groups of employees of the organization.
Must be computer literate with proficiency in Microsoft Word, Excel and PowerPoint and be able to adapt and learn new technologies as needed.
Ability to navigate the Internet.
Experience with Varian's Radiation Oncology Aria, is an advantage.
Physical Demands and Work Environment:
Lifting up to 25 lbs.
Posting Number: 20ST0138
Location: Downtown New Brunswick
Internal Number: 109511
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.