"Executive Assistant"

Position Summary

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

Under the direction of the Chair, the Executive Assistant provides advanced, diversified and confidential administrative and management support for the Chair of Medicine. The Executive Assistant will serve as the primary contact for the Medicine Chair, assist with scheduling, coordinates travel, and processes reimbursements. The Executive Assistant exercises considerable discretion and independent judgement. This position will assist the Chair in handling a broad range of internal and external activities and special projects relating to the department, including working with and supporting the Administrators in the Department, as needed. The Executive Assistant will have high 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:

• Assists the Chair in coordinating and implementing academic, administrative, and operational tasks of the Department, which includes working with and supporting the Sr. Director of Administration, the Executive Vice Chair, and the other Vice Chairs as appropriate.
• Serves as the department's point person for RWJMS units, including senior administrators across RWJMS, as well as Department Chairs, Division chiefs, faculty, staff, and trainees.
• Reviews incoming correspondence and paperwork to minimize the Chair's time spent on this activity. Redirects items that do not require the Chair's attention to others as appropriate.
• Oversees the maintenance and organization of the Chair's calendar, including phone log, meetings, preparation of materials, processing of minutes and to do lists, conference registration, travel arrangements, and expense reimbursements. Opens, sorts and distributes the mail; prepares and distributes correspondence of confidential nature.
• Plans and schedules the work of the Department to ensure maximum effective utilization of employees, equipment and materials within budgetary requirements.
• Conducts research and studies on assigned matters and prepares reports with background material, providing input and support for policy decisions and formulation.

Minimum Education and Experience

• Bachelors' Degree in a related discipline required, plus five (5) years of progressively more responsible professional 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.