Job Opening for Manager, Administrative Services in Rutgers University (57 US Highway 1, New Brunswick, NJ 08901)

Job Category Staff & Executive – Healthcare – Administrative Services

Department RWJ-Otolaryngology

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 Manager, Administrative Services in Surgery at Robert Wood Johnson Medical School.
Serves as Faculty Appointments Coordinator for the Department of Surgery. Plans, organizes and directs day-to-day activities related to the administrative functions of the Chairperson’s Office. Coordinates a wide variety of administrative activities. Reviews University regulations, policies, and procedures and institutes internal compliance.

Among the key duties of this position are the following:
Faculty Appointments Coordinator for the Department. Prepares and transmits all faculty appointments (fulltime, part-time, volunteer) , including initial permission to recruit, handles advertising or waivers from advertising, offer letters, restrictive covenant, affirmative action compliance, background screening, as well as reappointments, promotions, and change in status at the New Brunswick campus. Ensures conformity with related departmental and University policies and procedures and coordinates with the Dean’s Office for timely responses. Current responsibility extends to over 70 fulltime faculty, as well as over 100 volunteer faculty appointments.
Supervises the secretarial staff of the Chairperson’s Office.
Coordinator of the AAUP and Administrator faculty performance appraisal review process. Receives printout from Dean’s Office of all faculty who are due for anniversary evaluations. Distributes to Division Chiefs and department heads for preparation and timely submission. Includes evaluation, Outside Activity Form, Vacation/Medical Leave Form.
Manages the support staff evaluation process (administrative, secretarial, clerical, research) throughout the department. Checks E-Print on Human Resources website monthly for staff who are due for anniversary evaluations. Distributes to Division supervisors for preparation and follow-up of timely submission, preparing Staff Transaction Forms to implement salary increase, if applicable.
Coordinator of the Visiting Professor Program. Initiates honoraria, continuing medical education accreditation acceptance, arranges conferences and accommodations.
Coordinates the activities of the monthly meetings of the Departmental Faculty, Appointments and Promotions Committee, and Division Chiefs. Assembles agenda, prepares data packets, composes and distributes minutes.
Coordinates BLS certification and Faculty Time & Effort Training for the faculty.
Coordinator of the Visiting Professor Program. Initiates honoraria, continuing medical education accreditation acceptance, arranges conferences and accommodations.
Coordinates the activities of the monthly meetings of the Departmental Faculty, Appointments and Promotions Committee, and Division Chiefs. Assembles agenda, prepares data packets, composes and distributes minutes.
Provides office management and administrative support for the Department of Surgery, including secretarial/clerical work, space, office equipment, internal reporting systems, etc. Studies work flow and procedures, suggesting changes in priorities, schedules and assignments. Human Resources liaison for the Department. Maintains department personnel records for faculty and staff.
Maintains confidential records and files for the Chairperson, faculty and staff. Composes correspondence for the signature of the Chairperson. Initiates and completes all travel arrangements for the Chairman; completes and submits expense reports.
Maintains Chairperson’s calendar using discretion and judgment in scheduling appointments.

Position Status Full Time

Hours Per Week

Daily Work Shift

FLSA Exempt

Grade 25S

Position Salary

Annual Minimum Salary 71684.000

Annual Mid Range Salary 90684.000

Annual Maximum Salary 109681.000

Standard Hours 37.50

Union Description Non-Union

Payroll Designation PeopleSoft

Benefits
Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.

COVID-19 Immunization Requirement
Rutgers University requires all new employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the employee a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment provide proof they have received a booster upon eligibility and upload proof of same. Based on current guidance, individuals are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccine approved or authorized for emergency use in the United States or a vaccine that has been listed for emergency use by the World Health Organization. Eligibility for a booster against COVID-19 varies and is explained on the University’s web site located at https://coronavirus.rutgers.edu/covid-19-vaccine. Failure to provide proof of primary vaccination and booster will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.

Seniority Unit

Terms of Appointment Staff – 12 month

Position Pension Eligibility ABP

Qualifications
Minimum Education and Experience
Bachelor’s Degree in Business Administration, Social Sciences, Healthcare Administration, or a related field plus three (3) years of responsible experience managing projects, writing reports and presentations, preferably in a higher education/medical school setting or government agency.
Prior supervisory experience.
Equivalent education, experience and/or training may be substituted for the degree requirement.

Certifications/Licenses

Required Knowledge, Skills, and Abilities
Must be computer literate with proficiency and working knowledge of database and reporting tools consisting of Banner, Microsoft Word, Excel, Access, PowerPoint, Banner and Adobe skills.
Exceptional writing, project management and interpersonal skills.
Demonstrated outstanding human relations and leadership skills and the ability to function in a team environment.
Demonstrated knowledge is necessary to accomplish superior performance in a unionized environment.
Capability of handling confidential and sensitive material and interactions.

Preferred Qualifications

Equipment Utilized

Physical Demands and Work Environment
PHYSICAL DEMANDS: Standing, sitting, walking, talking or hearing. No special vision requirements. Must be able to lift or exert force up to ten (10) pounds.

WORK ENVIRONMENT: Office environment. Moderate noise.

Special Conditions

Posting Details
Posting Number 22ST0178

Posting Open Date

Special Instructions to Applicants

Regional Campus Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus Downtown New Brunswick

Location Details

Pre-employment Screenings
All offers of employment are contingent upon successful completion of all pre-employment screenings.
Infection Control and Safety
This position is subject to all Rutgers University policies, including TB surveillance and other infection control and safety policies. Please review the Tuberculosis Surveillance Policy for additional information.