Rutgers, the State University of New Jersey is seeking a motivated Executive Assistant for the Rutgers, Center for Tobacco Studies within the School of Public Health. The Executive Assistant provides high level confidential staff support while assisting the Director on a broad range of internal and external activities that pertain to the mission of the Center. These activities and responsibilities are primarily accomplished through interaction with management personnel within the Center and in combination with faculty, directors, staff, students, and representatives of University administration.
Among the key duties of this position are the following:
Oversees the maintenance and organization of the Director's calendar, including meetings, conference and travel arrangements. Plans and organizes logistics for appointments to prioritize use of the Director's time. Prepares meeting materials as necessary.
Manages priorities in a fast-paced environment on a broad range of problems and questions, and develops options for immediate resolution.
Prioritizes scheduling demands and coordinates information flow and inquiry requests directed for action by the Director's office based on source of inquiry, nature of issue, and response time frame.
Provides administrative support for critical areas including the Director's Center meetings and other meetings as directed by the Director, including developing agendas and preparing meeting notes. Follows up with action items as appropriate to ensure that the scope of work is executed in accordance with the Director's expectations.
Interacts with external partners outside of the University such as community based organization partners, government entities and funders.
Follows up on the status of assignments from the Director to other Center-wide faculty to ensure timely response.
Develops administrative guidelines in conjunction with senior CTS faculty and staff which define issues/requests appropriate for Director's Office attention and/or resolution.
Monitors the work of Standing and Ad Hoc Committees providing administrative support and preparing background data and documents, as needed.
Assists with informational searches and coordinating materials for preparation of reports required by Rutgers administration or other bodies.
Formulates and recommends the establishment of changes in administrative and operational policies and procedures to the Director for approval.
Maintains historical and current file systems that are efficient and accessible to appropriate staff including electronic files.
Ensures that the staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs.
Minimum Education and Experience:
Bachelor's Degree in Public Health, Business Administration, Education Administration, Healthcare Administration or other relevant field.
Equivalent experience, education and/or training may be substituted for the education requirements.
Four (4) years of progressively more responsible related professional and/or academic administrative experience.
Required Knowledge, Skills, and Abilities:
Ability to work well with all levels within the organization, including school/university officials, faculty, staff, and students with diplomacy, executive maturity and sensitive human relations skills.
Computer literate with proficiency and working knowledge of database and reporting tools including Microsoft Word, Excel, Access and PowerPoint.
Flexible regarding work hours in order to accommodate the demands of the Chair's Office.
Excellent verbal and written communication skills.
Ability to travel between University campuses (Newark, Piscataway, New Brunswick, Camden).
Valid driver's license
Master's Degree in Public Health, Business Administration, Education Administration, Healthcare Administration or other relevant field.
Physical Demands and Work Environment:
Lift or exert force up to 25 pounds
Salary: VS26S scale: $71,297-$109,087
Posting Number: 19ST4527
Location: Piscataway (RBHS)
Internal Number: 103970
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.