Position Details

Position Information

Recruitment/Posting Title
Executive Assistant

Job Category
Staff & Executive - Administrative & Support

Department
RWJ-Ob/Gyn Gen Admin-Gen Admin

Posting Summary

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

The Executive Assistant provides advanced, confidential, and highly diversified administrative and operational support to the Chair of Obstetrics, Gynecology, and Reproductive Sciences. Serving as a trusted partner to the Chair, the Executive Assistant manages complex scheduling and travel logistics, coordinates high-priority activities, and supports a broad range of departmental initiatives and special projects. This role exercises considerable discretion, sound judgment, and independence in managing sensitive matters, while serving as a key liaison for internal and external stakeholders. The Executive Assistant fosters positive relationships through responsive, professional, and customer-focused service, helping to ensure the effective operation of the Chair's office and the success of departmental goals.

Among the key duties of this position are the following:

• Assists the Chair in coordinating and implementing academic, administrative, and operational tasks with senior administrators, chairpersons, faculty, staff and students. Support in maintaining a stable, efficient and cooperative working environment.
• Maintains a master schedule of the entire executive's standing meetings involving senior executives, i.e., Deans, President/CEO's across the University and health system including, committees and other internal and external events. Coordinates and maintains a daily and long range calendar for the Chair in an effective and efficient manner.
• Oversees the maintenance 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. Under direction, solicits and prepares agenda items, transcribes and distributes recorded minutes, and maintains a follow-up schedule for actions/decisions. Prepares minutes for the executive's approval. Follows up with action items as appropriate.
• Conducts research and studies on assigned matters and prepares reports with background material, providing input and support for policy decisions and formulation.
• Reviews incoming correspondence and paperwork to minimize the Chair's time spent in this activity. Redirects items which do not require the Chair's attention to the appropriate departments within the school.

FLSA
Exempt

Grade
26S

Salary Details

Minimum Salary
87004.000

Mid Range Salary
110062.000

Maximum Salary
133119.000

Offer Information

The final salary offer may be determined by several factors, including, but not limited to, the candidate's qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university's broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent.

Benefits

Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include:

• Medical, prescription drug, and dental coverage
• Paid vacation, holidays, and various leave programs
• Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options
• Employee and dependent educational benefits (when applicable)
• Life insurance coverage
• Employee discount programs

Position Status
Full Time

Working Hours

Standard Hours
37.50

Daily Work Shift

Work Arrangement

This position requires a fully on-site work arrangement.

Union Description
MPSC - Legacy UMD

Payroll Designation
PeopleSoft

Seniority Unit

Terms of Appointment
Staff - 12 month

Position Pension Eligibility
ABP

Qualifications

Minimum Education and Experience

• Bachelor's Degree (master's preferred), plus at least three (3) years of professional level experience in a business, education, or health care environment.
• Experienced with software packages such as Microsoft Office Suite, Banner, Marketplace.
• Equivalent education, experience and/or training may be substituted for the degree requirements.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Excellent writing, organization and communication skills are essential.
• Ability to work well with all levels within the organization, including school officials, faculty, staff, students and community physicians and leaders.
• Demonstrated ability to be a self-starter who works independently, in addition to being a team player, flexible and able to shift priorities while maintaining a high level of detail when meeting deadlines.

Preferred Qualifications

Equipment Utilized

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.

Posting Details

Posting Number
26ST1840

Posting Open Date

Special Instructions to Applicants

Regional Campus
Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus
Downtown New Brunswick

City
New Brunswick

State
NJ

Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements
Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination.