"Executive Assistant"

Position Summary

Rutgers, The State University of New Jersey, is seeking an Executive Assistant for the department of Pediatrics at the Robert Wood Johnson Medical School.

Under the direction of the Senior Director of Administration, the Executive Assistant, provides advanced, diversified and confidential administrative support in the Department of Pediatrics. The Executive Assistant will serve as the primary contact for the Pediatric Leadership team. The Executive Assistant exercises considerable discretion and independent judgement. Assists the Leadership team in handling internal and external activities and special projects as assigned relating to the department. The Executive Assistant will assist with maintaining customer-oriented awareness; responding to needs as they occur to ensure customer satisfaction is met at all times.

Among the key duties of this position are the following:

• Oversees the administration and organization of the Chair's calendar, including phone log, meetings, preparation of materials, conferences, travel arrangements, and expense reimbursements. Opens, sorts and distributes the mail; prepares and distributes correspondence of a confidential nature.
• Reviews incoming correspondence and paperwork to minimize the Leadership's time spent in this activity. Redirects items which do not require the Chair's attention to the appropriate departments within the school.
• Independently handles projects as assigned by the Chair, Senior Director and Program Administrator, which is of a confidential nature, containing information relating to union negotiations, compensation related materials, and other union matters.
• Maintains comprehensive knowledge of University and Department's policies and procedures.
• Handles the development and maintenance of the department's recordkeeping, filing and retrieval systems.
• Assists the Program Administrator with the reappointment activities of physicians, CRNAs and Advanced Practice Professionals that involves facilitating the submission and evolution of application and supporting paperwork.

Minimum Education and Experience

• Bachelors' Degree in Business, Management or a related discipline, plus at least three (3) years of progressively more responsible administrative experience in business, education or health care environment.
• Equivalent education, experience and/or training may be substituted for the degree requirements.

Physical Demands and Work Environment

• Physical Demands: Standing, sitting, walking, talking or hearing. No special vision requirements. Ability to lift or exert force up to 25 pounds.
• Work Environment: Office environment. Moderate noise.

Special Conditions

• Must be available for special functions, meetings and projects that may be scheduled on or off-site, during regular business hours, evenings or weekends.