Rutgers, the State University of New Jersey is seeking a highly motivated Program Support Specialist for the Department of Medicine – Infectious Diseases at the New Jersey Medical School. Under direction, the Program Support Specialist is responsible for providing administrative support and coordinating the fiscal, contractual, and regulatory activities of a program or project. The Program Support Specialist will assist with long and short range planning, and with fiscal projections and analysis. Responsible for the operational functions of the department, the prioritization of responses to inquiries and providing resolutions where applicable. The Program Support Specialist will also be responsible for grant communications, travel, procurement, and coordination of office operations.
Maintains financial records and monitors and facilitates financial transactions for the program/project. Ensures expenditures are in accordance with allocation of funds. Maintains financial database and tracking systems for all financial transactions.
Prepares and submits invoices and annual budgets to the grants and research offices and grant-funding federal organization.
Designs and prepares statistical reports and surveys as directed. Creates and manages Access databases for specific projects.
Defines data collection and database needs for the department's grants and programs. Provides training and ongoing monitoring for timeliness and accuracy of data collection by staff.
Coordinates the design, layout and content of various materials, brochures, presentations, etc. for conferences, public relations programs, grant applications, and recruitment activities. Creates PowerPoint presentations for specific projects.
Coordinates and participates in administrative planning, organizational reviews, and in the introduction of new techniques and methods to improve administrative practices within the department.
Works with investigators and personnel in developing, preparing and finalizing research proposals, includes interaction with collaborators and their institutional representatives. This includes budgets, biographical sketches,other support, and other proposal documents as needed.
Maintains executed budgets and spreadsheets for projects/grant awards and subcontract sites, including requesting/reviewing and submitting subcontract invoices for approval and payment. Maintain records – spreadsheet, file of back-up material of invoices, communicates with administrative staff at subcontract sites as needed. Prepares reconciliation spreadsheets on existing grants.
Prepares and/or compiles data for special reports and analyses, monthly reports, program evaluations, and other related reports within prescribed guidelines.
Coordinates fiscal procedures within the unit, including budget implementation and control. Ensures that expenditures are in accordance with the allocation of funds.
Ensures that protocols are in place for evaluation functions. Creates evaluation forms, compiles results and prepares reports of the results to be included in annual/quarterly/monthly reports as needed.
Assists in researching purchase information and submission of purchase requisitions. Ensures compliance with University and government or funding agency project policies and procedures relative to financial transactions. Helps with government regulatory documents.
Minimum Education and Experience:
Bachelor's Degree in Business Administration or a related field, plus two (2) years of progressively more responsible administrative experience required.
Equivalent experience, education and/or training may be substituted for the education requirements.
Required Knowledge, Skills, and Abilities:
Excellent Interpersonal and communication skills.
Advanced knowledge of Microsoft applications (Word, Excel, Outlook, Power Point, etc) required.
Posting Number: 18ST3828
Location: Newark (RBHS)
Internal Number: 80373
About Rutgers University
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.