"Program Assistant"

Position Summary

Rutgers, The State University of New Jersey is seeking a Program Assistant within the Office of Marketing and Communications at the Rutgers Cancer Institute.

The primary purpose of the Program Assistant is to provide entry‑level marketing support for the Office of Marketing and Communications and assist in the planning, support, and execution of various internal and external communications activities. In this role, the Program Assistant coordinates projects such as travel and logistics for participation in major oncology conferences, ordering and inventory of giveaways, and fiscal procedures and records for the department. The Program Assistant independently prioritizes, organizes projects, and handles multiple tasks.

As part of these responsibilities, the Program Assistant must maintain a high level of professionalism and confidentiality at all times and have the ability to interact with various individuals from internal and external of the organization. Additionally, this position will support the administrative needs of the communications department as needed.

Essential Duties and Responsibilities

• Organizes marketing and communication projects and handles multiple tasks.
• Supports communication campaigns by handling data, content corrections and distribution.
• Supports Web Specialist with developing, maintaining and refreshing content for the Rutgers Cancer Institute's intranet and is a liaison/member of the Intranet Committee.
• Confers with Office of Communications staff on 'giveaway' needs. Identifies new or different give-a-way options. Maintains an accurate inventory. Submits all proofs/drafts to appropriate Office of Communications staff for approval before placing order with the vendor.
• Responsible for creating and posting digital slides on the video boards in the legacy Rutgers Cancer Institute building.
• Responsible for scheduling, coordinating, confirming meetings, and marketing events including logistics such as room set up, catering, Zoom/Teams. Handles/coordinates travel and logistics for staff participation at major national oncology meetings (ASH, ASCO, other). Liaises with meeting vendors to ensure easy set up and break down of exhibits.
• Responsible for processing all check requests, purchase orders, travel approvals and travel reimbursements, as well as timely payment of bills. Ensures that expenditures are in accordance with allocation of funds. Organizes and maintains a system of financial records.
• Provides a high level of administrative support to the staff members of the Office of Communications.
• Handles the selection and processing of department interns each semester.
• Assists physician liaison with the execution of physician webinars and related physician outreach efforts such as ordering meals and travel associated with physician outreach.
• Collaborates/liaises with the Rutgers Cancer Institute's departments of Workforce Planning and Performance, Faculty Affairs, Research Administration, Patient Experience, and the Director's Office.
• Serves as a representative to the Patient Education Committee, Staff Satisfaction Committee and other internal committees as warranted.
• Handles confidential materials, exercise discretion, maintain confidentiality, and work with minimal supervision.
• Responsible for office payroll, time and attendance records.

Minimum Education and Experience

• Bachelor's Degree in Communications, Marketing, Public Relations or similar area of study plus one (1) year of experience in marketing, communications, or a related area.
• Equivalent education, experience and/or training may be substituted for the degree requirement.

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 environment. Moderate noise.