Work Assistant ( Administrative Support Specialist-Part-Time)

Position Details

Position Information

Recruitment/Posting Title Work Assistant ( Administrative Support Specialist-Part-Time) Job Category Staff & Executive - Administrative & Support - General Department Clinical & Translational R Overview

The Rutgers Institute for Translational Medicine and Science (RITMS), established in January 2016 under the leadership of Dr. Reynold Panettieri, Vice Chancellor for Clinical and Translational Science, serves as a critical center for advancing biomedical discovery. RITMS bridges the divide between laboratory research and clinical care, accelerating the development of safer, more effective therapies. With state-of-the-art facilities, robust educational programs, and pioneering initiatives, the Institute is dedicated to transforming scientific knowledge into meaningful medical advances.

The hallmark of RITMS is its leadership in pulmonary and inflammatory disease research, with major programs addressing asthma, chronic obstructive pulmonary disease (COPD), interstitial lung disease (ILD), sarcoidosis, and HIV. These programs leverage world-class expertise to uncover disease mechanisms, identify therapeutic targets, and translate findings into innovative treatments that directly impact patients' lives. By advancing proof-of-concept studies from cellular and animal models through human trials, RITMS ensures that promising discoveries are rapidly translated into clinical applications that improve outcomes for all patient populations. Its interdisciplinary environment promotes collaboration across departments including Medicine, Pediatrics, Radiology, Surgery, Pharmacology, and Emergency Medicine, positioning the Institute as a national leader in driving innovation and preparing the next generation of clinician-scientists.

Posting Summary

Rutgers, The State University of New Jersey is seeking a Work Assistant (Administrative Assistant Part-Time) within the Rutgers Institute for Translational Medicine and Science (RITMS) of Rutgers Health.

Under direction, the Work Assistant provides administrative support to the Vice-Chancellor and Institute's faculty including assisting in manuscript and grant preparation, creating/editing/proofing documents, presentations, and spreadsheets, such as biosketches or other support.

Essential Duties and Responsibilities include the following:

• Provide administrative support to the Vice-Chancellor and Institute's faculty including assisting in manuscript and grant preparation, creating/editing/proofing documents, presentations, and spreadsheets, such as biosketches or other support.
• Assist with administration of all Institute programs, and/or special projects, this may include data entry, data collection and analysis, database management, and generation of documents, figures, tables, or spreadsheets.
• Schedule and coordinate meetings and conference calls; including preparing and sending out agendas, taking minutes, and coordinating conference rooms reservations or conference call login information.
• Coordinate and maintain the Vice-Chancellor's calendar. Exercising discretion and informed judgment to protect the Vice-Chancellor's time.
• Preparing and drafting correspondence for the Vice-Chancellor's signature.
• Maintain confidential records and correspondence.
• Order supplies, create purchase orders to pay invoices, and process travel reimbursements in accordance with the University policies and regulations.
• Coordinate invited speakers visits; including scheduling seminar date and location, organization of travel arrangements, transportation, and hotel accommodations.
• Assist with Institute's web site management including adding content, posting social media updates, and generating regular progress reports.

FLSA Nonexempt Grade 99H Salary Details A maximum of $25.00/hr is budgeted for this position Minimum Salary 15.92 Mid Range Salary 75.00 Maximum Salary 150.00 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 Part Time Working Hours 19.99 Standard Hours 40.00 Daily Work Shift Day Work Arrangement

This position requires a fully on-site work arrangement.

Union Description Hourly Employees Payroll Designation PeopleSoft Seniority Unit Terms of Appointment Temporary Staff Appointment - Hourly Position Pension Eligibility None

Qualifications

Minimum Education and Experience

• Bachelor's degree plus one (1) year of professional level experience in a business office, government agency, or university setting is required but an equivalent combination of education and administrative experience will be considered.
• Equivalent experience, education, and/or training may be substituted for the education requirements.

Certifications/Licenses Required Knowledge, Skills, and Abilities

• Proficiency in working with Microsoft applications, such as Outlook, Word, PowerPoint, and Excel. Ability to work independently and meet required deadlines.
• Flexibility with work schedule. Ability to work non-traditional hours or additional hours as needed.
• Excellent communication, interpersonal skills, and competence in the use of Microsoft Office Suite are required for this position.
• Applicants must be detailed oriented and have prior experience in scheduling, organizing projects and other administrative activities.
• Demonstrated experience with independent thinking, follow through and the ability to work in a deadline-driven environment are necessary.
• Training to gain access to Marketplace and the Expense Management System, must be completed within the first three months of being hired.

Preferred Qualifications Equipment Utilized Physical Demands and Work Environment

PHYSICAL DEMANDS:

Standing, sitting, walking, speaking and hearing. No special vision requirements. Must be able to lift or exert force up to 25 pounds.

WORK ENVIRONMENT:

Office environment. Moderate noise.

Special Conditions

Posting Details

Posting Number 26ST1271 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.

Equal Employment Opportunity Statement

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Do you have a Bachelor's degree or the equivalent experience, education, and/or training plus one (1) year of professional level experience in a business office, government agency, or university setting?

• Yes

• No

• • Do you have prior experience in scheduling, organizing projects and other administrative activities?

• Yes

• No

Applicant Documents

Required Documents

• Resume/CV

Optional Documents

• Cover Letter/Letter of Application