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Rutgers The State University Secretary III in Newark, New Jersey

Position Details

Position Information

Recruitment/Posting Title Secretary III
Job Category Staff & Executive - Healthcare - Administrative Services
Department NJMS-Cancer Center
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 five centers and institutes that focus on cancer treatment and research, neuroscience, 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-at Rutgers University-New Brunswick, including Piscataway; and at locations in Newark, Scotch Plains, Somerset, Stratford, and other locations. Clinical partners include Robert Wood Johnson University Hospital in New Brunswick, Newark's 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 a Secretary III for NJMS- Center for Cell Signaling. The primary purpose of the Secretary position is to provide administrative services and support to the Center for Cell Signaling. Provides support with the Center's programs including the seminar series and graduate courses. Prepares and processes requisitions relating to the Center and faculty, and process VISA applications for international hires. Assist supervisor with faculty recruitment. Serves as a liaison with various offices within and outside the UniversityAmong the key duties of this position are the following:
  • Using Marketplace, processes requisitions and obtain purchase order numbers. This includes duplicating and distributing copies for appropriate faculty and staff. Contacts vendors and/or Accounts Payable, if necessary, regarding orders and/or billing.
  • Orders supplies for the Center and/or administration.
  • Coordinates the seminar schedules of the Center, which entails confirmation correspondences to speakers and hosts, prepares follow-up correspondence, arranges for internal and external advertising, secures honoraria and requisitions, and arranges refreshments and luncheons. Maintains expense records.
  • Confirms seminar titles and arranges for travel and lodging, if necessary.
  • Arranges for rooms and audiovisual equipment as needed. Types and distributes schedules and announcements on a timely basis.
  • Coordinates the WIP (Work in Progress), which entails developing the Fall and Winter schedule of the speakers. Contacting pi s to have their students and postdoctoral fellow's sign-up to give a talk.
  • Typing the announcements and distributing it within the Cancer Center building.
  • Keeps the schedule up to date.
  • Prepares and processes the J-1 and H1-B VISA applications, including coordinating new and extension requests with Office of Global Services.
Position Status Full Time
Hours Per Week
Daily Work Shift Day
Work Arrangement
FLSA Nonexempt
Grade 170
Position Salary $43,000
Annual Minimum Salary 044635.50
Annual Mid Range Salary 045610.50
Annual Maximum Salary 046975.50
Standard Hours 37.50
Union Description Teamsters 97
Payroll Designation PERS
Benefits
Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview.
Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility
Qualifications

Minimum Education and Experience
  • Graduation from an accredited program in administrative studies plus two (2) years of full-time administrative experience.
  • An additional year of experience is required in lieu of the administrative program.
  • College credits may be substituted on a year-for-year basis for secretarial experience.
  • A maximum of sixty (60) credits or two (2) years may be substituted for two (2) years of secretarial experience
Certifications/Licenses
Required Knowledge, Skills, and Abilities
  • Proficiency in Microsoft Access, Microsoft Excel, Microsoft Word, PowerPoint is required.
  • Excellent interpersonal, oral and written communication skills are required.
  • Experience with preparing J-1 and H-1 Visa applications. Knowledge of order processing preferred.
  • Demonstrated ability to handle multiple projects simultaneously is required.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment
Special Conditions
Posting Details

Posting Number 24ST1961
Posting Open Date 08/14/2024
Special Instructions to Applicants
Regional Campus Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus Newark (RBHS)
City Newark
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, p regnancy, 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 value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement

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