Rutgers, The State University of New Jersey is seeking an Administrative Assistant for the department of Emergency Medicine at New Jersey Medical School (NJMS).
The Administrative Assistant provides administrative support to the administration and staff of NJPIES by assisting with daily and long term operations. Helps with the coordination and administration of departmental calendars, projects, purchasing, billings, recording keeping, volunteers and rotators. Answers phones, schedules appointments, arranges and coordinates logistics for events and meetings. Processes various administrative documents and data. The Administrative Assistant will perform some fiscal support functions, and/or serve as liaison within and outside NJPIES as directed by the Executive or Managing Director. The administrative assistant is considered an essential employee of NJPIES and may be required to work onsite while non-essential employees are eligible to work remotely. Completes other work consistent with the operations of the poison center including under the supervision of the Executive Director or Managing Director assisting in the triage of callers to the center and any of its hotlines. The Administrative assistant MUST have superior written and verbal skills along with excellent interpersonal communication skills.
Facilitates educational and public programming offered through the Poison Center, including processing of volunteers, residents, students, and other trainees in educational programs.
Among the key duties of this position are the following:
Responsible for providing administrative, analytical, computing and staff support for the department. Executes assignments and tasks requiring data collection, information gathering, analysis, data entry/retrieval, data base maintenance, and forms and graphics generation utilizing a variety of software packages.
Screens calls and provides information in accordance with organizational policy, monitors suite entrance door.
Receives and appropriately handles incoming correspondence, makes appointments, schedules meetings, and responds to inquiries.
Develops and issues invoices for annual member hospital billing to NJPIES via NJ statute; processes incoming payments, including Quickbooks entry and tracking of payments.
Develops and implements controls for work assignments under the direction of the Director.
Minimum Education and Experience:
Associate’s Degree plus two (2) years of administrative/secretarial experience.
Equivalent experience, education and/or training may be substituted for the education requirements.
Prior experience with educational coordination of residents and students
Required Knowledge, Skills, and Abilities:
Superior written and verbal skills.
Excellent interpersonal communication skills.
Grants budget and accounting experience.
Experience with Quickbooks.
Experience with editing press releases and managing media requests and contacts.
Experience with state stakeholders in public health (NJ DOH, professional organizations).
Posting Number: 21ST0496
Location: Newark (RBHS)
Internal Number: 127708
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.