Senior Management Assistant

Position Details

Position Information

Recruitment/Posting Title

Senior Management Assistant

Job Category

Staff & Executive - Administrative & Support - Management

Department

RSDM - Periodontics

Overview

New Jersey’s academic health center, Rutgers Biomedical and Health Sciences (RBHS) takes an integrated approach to educating students, providing clinical care, and conducting research, all with the goal of improving human health. Aligned with Rutgers University–New Brunswick and collaborating universitywide, RBHS includes eight schools, a behavioral health network, and five centers and institutes that focus on cancer treatment and research, neuroscience, advanced biotechnology and medicine, environmental and occupational health, and health care policy and aging research.

Our faculty are teachers, clinicians, and scientists with unparalleled experience who advance medical innovation and provide patient care informed by the latest research findings. We offer an outstanding education in medicine, dentistry, pharmacy, public health, nursing, biomedical research, and the full spectrum of allied health careers.

Our clinical and academic facilities are located throughout the state—at Rutgers University–New Brunswick, including Piscataway; and at locations in Newark, Scotch Plains, Somerset, Stratford, and other locations. Clinical partners include Robert Wood Johnson University Hospital in New Brunswick, Newark’s University Hospital in Newark, and other affiliates.

Through this community of healers, scientists, and scholars, Rutgers is equipped as never before to transform lives.

Posting Summary

Rutgers, The State University of New Jersey is seeking a Senior Management Assistant within the Department of Periodontics at the Rutgers School of Dental Medicine (RSDM).

Under the direction of the Department Chair, the Senior Management Assistant, organizes, and implements all day-to-day administrative operations of the department. The role manages the Chair’s complex schedule, provides dedicated personal administrative assistance, and acts as a central liaison with university offices.

Key responsibilities include supervising clinical and clerical staff, managing departmental budgets and fiscal compliance, supporting periodontics undergraduate and postgraduate clinical and didactic programs, and overseeing research administration and regulatory compliance.

Essential Duties and Responsibilities include the following:

• Provides administrative and general office support for the Department of Periodontics.
• Serves as the primary administrative assistant to the Chairperson, managing a complex calendar, coordinating meetings and travel arrangements, preparing correspondence, and handling confidential and time-sensitive matters.
• Maintains department calendars, schedules appointments and meetings, handles travel and coordinates departmental events as needed.
• Coordinates faculty onboarding at the departmental level, including job postings, appointment documentation, interview scheduling, lecturing and travel logistics. Departmental liaison with Faculty Affairs to facilitate seamless personnel actions, new appointments, and promotions.
• Maintains faculty files and updates certificates, licensing and CV’s, including a record of all faculty publications.
• Supervises administrative and clinical staff. Responsible for the training of staff members and performance management. Recommends the hiring, firing, promoting, demoting, and disciplinary actions of employees. Manages other personnel actions as needed.
• Supports Pre-doctoral and Post-graduate Directors with scheduling, syllabus, LMS activities, exams, proctoring, grades and other duties as needed.
• Ensures the coordination of the admission process for the postgraduate program, including collection and organization of applicant information, scheduling interviews, organizing Interview Day and working closely with the Admissions office during the acceptance process.
• Works closely with the Chairperson on all alumni matters, including department newsletters and coordinate annual alumni meetings and any other department events.
• Processes travel requests and expense reports. Investigates areas of excessive spending and issues recommendations for ways to utilize funding and minimize expenses as necessary.

FLSA

Exempt

Grade

22S

Salary Details

Minimum Salary

62887.00

Mid Range Salary

76301.00

Maximum Salary

89714.00

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

Full Time

Working Hours

Standard Hours

37.50

Daily Work Shift

Work Arrangement

This position requires a fully on-site work arrangement.

Union Description

CWA 1031

Payroll Designation

PeopleSoft

Seniority Unit

Terms of Appointment

Staff - 12 month

Position Pension Eligibility

ABP

Qualifications

Minimum Education and Experience

• A Bachelor’s Degree in Business Administration, Finance, Healthcare Administration, Education, or a related field, required.
• Two (2) years of progressively more responsible administrative and/or program development experience required.
• Equivalent Experience, education and/or training may be substituted for the education requirements.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Excellent writing, organizational and communication skills are essential.
• Proficiency in Microsoft Word and Excel is required.
• Ability to navigate and research using the internet required.
• Outstanding human relations and leadership skills, and the ability to function in a team environment required.
• Demonstrated knowledge is necessary of how to accomplish superior performance in a unionized environment.

Preferred Qualifications

• Prior supervisor/management experience is preferred.

Equipment Utilized

Physical Demands and Work Environment

• PHYSICAL DEMANDS: Ability to lift 10 lbs.
• WORK ENVIRONMENT**:** Office and Clinic Setting

Special Conditions

Posting Details

Posting Number

26ST1940

Posting Open Date

Special Instructions to Applicants

Regional Campus

Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus

Newark (RBHS)

City

Newark

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 in Business Administration, Finance, Healthcare Administration, Education, or a related field or the equivalent experience, education and/or training?

• Yes

• No

Applicant Documents

Required Documents

• Resume/CV

Optional Documents

• Cover Letter/Letter of Application

• List of Professional References (contact Info)