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Location

New Brunswick, NJ | United States

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Job description

Position Summary:

Rutgers, The State University of New Jersey is seeking a Program Support Specialist for the Cancer Institute of New Jersey. The primary purpose of the Program Support Specialist is to provide a wide variety of high-level administrative and support services for the department of Faculty Recruitment & Affairs. Assists in the coordination and processing of all faculty action documentation and planning and support of departmental activities.

Among the key duties of the position are the following:

• Responsible for the preparing and tracking of faculty appointment/action paperwork under the direction of the Program Manager. Ensures package is complete and works with appropriate department coordinator. (For clinical faculty, package includes instructions and applications for New Jersey Medical licenses). Responsible for writing job descriptions, nomination/references, curriculum vitae, and proof reading ensuring minimal grammatical error.
• Responsible for the processing of faculty promotion and reappointment paperwork in accordance with appropriate guidelines and policies. Works with faculty on timelines to ensure Department, School and University deadlines are met.
• Responsible for coordination and follow up on all outstanding faculty actions in process to ensure completion, regarding efficiency and compliance and troubleshooting any issues that arise.
• Responsible for maintenance of CINJ Faculty Affairs Database and/or other tracking/workflow systems including data entry and organization of department records. Responsible for maintaining a paperless office and web based filing system, including utilization of Microsoft Teams and/or other communication/storage platforms. Responsible for running comprehensive reports for analysis, i.e. compensation, productivity, development reviews.
• Coordinates onboarding of new faculty with Division administrative staff. For clinical faculty ensure hospital privileges and insurance credentialing requested expeditiously.
• Responsible for scheduling and coordination of Program Manager calendar, Office of Faculty Recruitment and Affairs, including CINJ Appointments and Promotions Committee and Faculty Affairs Leadership Meetings, taking minutes as requested, and action follow up.
• Update and distribute all CINJ Faculty Affairs-related policies via email distribution, intranet, and website.
• Ensure associated website are up to date with current faculty information, i.e. RWJMS , RWJUH / RWJBH .
• Maintains Office of Recruitment and Affairs actions tracking system to ensure efficiency.
• Assists with updating position control for all faculty actions.
• Supports collection and submission of faculty annual evaluations, provides education and instruction to managers as needed, proofreads, logs scores and submits by the designated deadline.
• Assists the department with special projects, trainings, preparation of materials and presentations.
• Respond and address emails from faculty and department partners expeditiously and professionally.
• Serves as principal liaison between the department and Rutgers Global-International Faculty and Scholar Services. Stay abreast of new guidance from relevant governmental agencies and Rutgers International Services.
• Coordinates and participates in administrative planning, organizational reviews, and in the introduction of new techniques and methods to improve administrative practices within the department.
• Support faculty recruitment as needed; scheduling, escorting, and coordination of recruitment activities.
• Responsible for troubleshooting all issues related to faculty affairs that arise both internally and centrally.
• Understands and keeps abreast on all University faculty affairs policies and procedures, including RBHS Appointments & Promotions Guidelines.
• Understands and adheres to Rutgers' compliance standards as they appear in RBHS's Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy. Understands, demonstrates and models the Rutgers Cancer Institute of New Jersey core values.
• Keeps abreast of all pertinent federal, state and Rutgers's compliance standards as they appear in RBHS's Corporate Compliance Policy, Code of Conduct and Interest policy.
• Acts as a role model for corporate integrity, customer service and improved quality.
• Performs other related duties as assigned.

Minimum Education and Experience:

• Bachelor's Degree in Liberal Arts, English, or related field required.
• Two (2) years of experience in a business office or academic institution required.
• Equivalent education, experience and/or training may be substituted for the degree requirement.

City: New Brunswick

State: NJ

Physical Demands and Work Environment:

• Standing, sitting, walking, talking and hearing.
• No special vision requirements.
• Lifting up to 25 lbs.
• Office environment.
• Moderate noise.

Special Conditions:

• Must be willing to work additional hours to meet deadlines, as needed.

Posting Number: 24ST0325

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.

Connections working at Rutgers University

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