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As New Jersey’s academic health center, Company 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. RBHS includes eight schools, a behavioral health network, and eight centers and institutes that focus on cancer treatment and research, neuroscience, advanced biotechnology and medicine, environmental and occupational health, health care policy and aging, and clinical and translational science research. The Chancellor’s Office is the administrative body that oversees the RBHS Units.
Company, The State University of New Jersey, is seeking an Administrative Assistant for the Company Biomedical and Health Sciences (RBHS) offices of the Senior Vice Chancellor for Academic Affairs and Research, the new RBHS Clinical Trials Office and the Senior Vice Chancellor for Finance (SVC FA) and Administration. This confidential position reports to the Assistant Vice Chancellor, Administration and Operations, SVC FA, RBHS. The Administrative Assistant provides administrative, analytical, computing, and staff support for the Department and other departments within the RBHS Chancellor’s Office. Executes assignments and tasks requiring data collection, information gathering, data entry/retrieval, database maintenance, form and graphics generalist utilizing a variety of software. Prepares and/or compiles data for special reports and analysis, including the compilation and handling of confidential information and documents related to collective negotiations
Among the key duties of this position are the following:
Executes assignments and tasks requested by the RBHS Offices of the Senior Vice Chancellor for Academic Affairs and Research and Senior Vice Chancellor for Finance and Administration (and other University stakeholders including the Office of Senior Vice President and General Counsel, the Office of Academic Labor Relations, and the Office of Labor Relations) requiring data collection, information gathering, data entry/retrieval, database maintenance, form and graphics generalist utilizing a variety of software (including information needed for collective negotiations and other employment-related matters).
Prepares and/or compiles data for special reports and analysis, including, but not limited to, information needed in furtherance of the University’s labor relations strategy.
Collect and manage the metrics and analysis of research submissions and awards.
Manage data for research incentives to be paid to the faculty of the AAUP-BHSNJ.
Act as a liaison among the RBHS schools, centers and institutes, the Office of the Vice Chancellor for Research and ORED on the research award and submission data.
Assists the RBHS Offices of the Chancellor and Senior Vice Chancellor for Academic Affairs
and Research in: Prepares meeting agendas, records and prepares meeting minutes.
Maintains databases such as dashboards, security access, phone directory, and emergency contact list.
Assists in coordinating and maintaining departmental calendars (of RBHS units reporting to the Chancellor.)
Maintains departmental accounts, monitoring expenditures and ensuring compliance with budgets. Obtains POs, check requests and supplies, as needed. Provides input for preparation of departmental budget.
Serves as principal liaison between the department and other administrative units such as Purchasing, Accounts Payable, and Information Services and Technology.
Retrieves and appropriately handles incoming correspondence, makes appointments, schedules meetings, and responds to inquiries.
Screens calls and provides information in accordance with organizational policy.
Performs other related duties as assigned.
Information about the benefits provided to Company employees can be found at: Company website-overview
Minimum Education and Experience
Bachelor’s Degree in a related area or an equivalent combination of education and/or experience.
Required Knowledge, Skills, and Abilities
Excellent oral and written communication skills
Strongly self-motivated, and good interpersonal skills
Ability to handle multiple concurrent tasks and constant interruptions
Working knowledge of the following computer programs: Microsoft Office (Word, Excel, PowerPoint, & Outlook), Microsoft One Drive, Internet Explorer, Adobe Acrobat, etc. Able to operate photocopier, scanner and fax.
Must be able to use and provide routine maintenance for photocopier, fax, modern telephone system, and printers.
Experience running conference programs within budgetary parameters.
Windows based computer software and photocopier.
Must be computer literate and be able to become proficient in computer applications as required by the department or unit.
Proficient with Windows based computer and program operations
Physical Demands and Work Environment
Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 25 lbs.
Office environment. Moderate noise.
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