"Executive Assistant to the Chancellor"

Position Summary

Rutgers, The State University of New Jersey, is seeking an Executive Assistant to the Chancellor in the Office of the Chancellor at Rutgers Biomedical and Health Sciences.

Under the direction of the Director, RBHS Chancellor's Office, the primary purpose of the Executive Assistant to the Chancellor is to be responsible for providing executive-level support to the Chancellor in the management and execution of administrative and operational activities of RBHS. The Executive Assistant to the Chancellor serves as the key staff, personal representative, and contact point for all correspondence, email, calls, and activity directed toward the Chancellor in either the Newark or New Brunswick office. The Executive Assistant to the Chancellor also assists the Chancellor in handling a broad range of internal and external activities and special projects relating to the teaching, research, and clinical missions of RBHS.

The Executive Assistant to the Chancellor is also responsible for overseeing the coordination of the Chancellor's schedule and commitments with key administrators, staff, and faculty. In this capacity, the Executive Assistant to the Chancellor prepares information and coordinates critical RBHS meetings and community activities. This position further supports the coordination of logistics for Chancellor-led events and meetings. The Executive Assistant to the Chancellor also provides administrative support to committees chaired by the Chancellor or members of RBHS senior management and select faculty.

Key Duties

• Serves as a member of the Chancellor's Office support team and actively participates in the management of the Chancellor's Office of Rutgers Biomedical and Health Sciences in the Newark or New Brunswick office.
• Manages priorities in a fast-paced environment on a broad range of day-to-day problems and questions and develops options for immediate resolution.
• Coordinates administrative activities and serves as liaison with other departments within the University as well as outside agencies/organizations.
• Coordinates and maintains a daily and long-range calendar for the Chancellor. Organizes the calendar to maximize efficient use of time, enhances the Chancellor's availability for critical University, RBHS, State and Community activities through close coordination of scheduling and priorities.
• Prepares and coordinates critical correspondence and serves as the contact point for all correspondence, emails, phone calls and activities of the Chancellor's Newark or New Brunswick office.
• Reviews and organizes all incoming correspondence, paperwork, and email. Responds to and redirects items which do not require the Chancellor's attention to the appropriate administrators and departments within RBHS and/or Rutgers University.
• Originates correspondence for the Chancellor's signature or, when appropriate, dispatches office business through correspondence through own signature.
• Maintains a historical and current file system that is efficient and accessible to appropriate staff including electronic files.
• Assures the RBHS responses to various internal and external organizations and offices are completed accurately and in a timely manner.
• Assists the Chancellor and RBHS Senior Management Team in coordinating and implementing academic, administrative and operational tasks with senior administrators, deans, department chairs, faculty, staff and students.
• Provides confidential administrative assistance to standing committees, search committees, and other ad hoc committees as established by the Chancellor. Coordinates agendas and minutes for standing and ad hoc committees as assigned by the Chancellor. Participates in these meetings and prepares minutes for committee approval. Follows up with action items as appropriate.
• Provides oversight for special projects, including but not limited to Chancellor's Office special events and programs.

Minimum Education and Experience

Bachelor's degree in business, management or a relevant discipline plus at least five (5) years of progressively more responsible management experience in business, higher education or academic health care environment. At least two (2) years of experience shall have been in a managerial or supervisory capacity. Equivalent experience, education and/or training may be substituted for the education requirements.

Physical Demands and Work Environment

PHYSICAL DEMANDS: Standing, sitting, walking, talking, and hearing. No special vision requirements. Lifting up to 25 lbs. WORK ENVIRONMENT: Office and clinic environment, moderate noise.