Program Support Coordinator
Position Summary:
Rutgers, The State University of New Jersey is seeking a Program Support Coordinator within the Radiation Oncology Department at the Rutgers Cancer Institute.
The Program Support Coordinator provides efficient, effective, and timely executive-level administrative support to the Chair of the Department of Radiation Oncology and other senior departmental leadership. In this role, the Program Support Coordinator exercises a high degree of discretion, independent judgment, and professionalism in managing sensitive and confidential matters. In addition, the Program Support Coordinator independently coordinates assigned responsibilities, special projects, correspondence, reports, and a variety of departmental processes to ensure smooth and efficient operations.
Essential Duties and Responsibilities include the following:
- Provides a broad range of executive-level administrative support to the Department Chair, including oversight and coordination with research-dedicated Cancer Center administrative support staff.
- Exercises independent judgement to resolve incoming requests, inquiries, and issues on behalf of the Chair, to resolve or escalate as needed.
- Develops, implements, and maintains administrative systems, processes, and standard operating procedures to improve efficiency and effectiveness across the department. Communicates and trains administrative staff on new processes, as appropriate. Maintains comprehensive knowledge of university and departmental policies and procedures to ensure compliance and effective administrative support.
- Responsible for departmental deadlines, deliverables, and key initiatives, monitors and tracks proactively to ensure timely completion.
- Maintains confidential files and records, ensuring accuracy, organization, and compliance with institutional and regulatory requirements.
- Manages the Chair's calendar and coordinates internal and external meetings, including scheduling, reminders, agendas, and meeting logistics as needed. Prepares and manages correspondence, meeting minutes, reports, charts, and presentations.
- Manages faculty travel and conference arrangements, including travel authorizations, advances, expense reporting, and detailed itineraries with all necessary contact and logistical information. Tracks reimbursement status to ensure timely processing of payments.
- Responsible for the coordination of academic and clinical schedules utilizing Aria, Outlook and EHR. Ability to build/block schedules in Aria/EPIC as necessary.
- Collaborates with the Chair and Department Director to edit and format key documents such as letters, PowerPoint presentations, departmental communications, and website content.
- Assists in planning and implementing special projects for the Department Chair and other senior leaders, including marketing and media initiatives, recruitment activities, and other departmental priorities.
Minimum Education and Experience:
- Bachelor's degree in Business Administration, Healthcare Administration, or a related field, plus four (4) years of progressively responsible administrative experience in an academic, healthcare, or large, complex organizational 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 and hearing.
- No special vision requirements.
- Lifting up to 25 lbs.
WORK ENVIRONMENT:
- Office environment. Moderate noise.
Posting Number: 26ST0931
Find Your Best Opportunity
Tell them AcademicJobs.com sent you!
