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Program Assistant

Rutgers University

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Position Details

Position Information

Recruitment/Posting Title Program Assistant
Job Category Staff & Executive – Administrative & Support
Department RWJ-Psychiatry Research
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 university wide, 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 Program Assistant for the department of Psychiatry at the Robert Wood Johnson Medical School.
Under direction, assists with the development, implementation and monitoring of programs within Dr. Danielle Dick’s Translational Psychiatric Genomics (TPG) laboratory within the Rutgers Robert Wood Johnson Medical School Department of Psychiatry and the Rutgers Addiction Research Center. Dr. Dick’s TPG lab explores how genetic and environmental influences contribute to patterns of substance use and related behaviors, and how we can use that information to inform prevention and intervention. Dr. Dick recently launched the Rutgers Addiction Research Center (RARC) to bring together Rutgers researchers, clinicians, and community members to tackle addiction through building collaborative partnerships among these groups, offering training opportunities, and growing the field of addiction research at Rutgers.
The Program Assistant will provide administrative and program support to the Principal Investigator, faculty, and other professional staff. This position assists in clerical work, procurement, support of research activities, and the coordination of office operations.
Among the key duties of this position are the following:

  • Responsible for managing the Director’s calendar. Makes appointments and schedules meetings.
  • Manages the Translational Psychiatric Genomics lab calendar including conferences, seminars, program site meetings, workshops, etc.
  • Maintains the following administrative documents for the Director: CV, EndNote library, publication reprints, Other Support, biosketch, monthly activity reports, speaker engagement materials. Maintains essential records and assists in the maintenance of all activity files.
  • Supports the Director and TPG lab members with any travel needs.
  • Supports the Director and TPG lab members with IT requests and Human Resources requests.
  • Maintains TPG lab website.
  • Assists the Program Manager with the preparation of grant proposals.  Gathers and organizes documents, prepares bio-sketches from resumes, produces tables and spreadsheets for inclusion, edits drafts and final version. 
  • Supports the oversight of sponsored projects in Dr. Dick’s laboratory. Activities may include tracking project progress, organizing assessment protocols, drafting reports and IRB applications, managing study-related paperwork, and tracking manuscripts and presentations.    
  • Coordinates fiscal procedures and maintains records associated with grant accounts.  Tracks budgets for programs and ensures funds are utilized according to policy and regulations.  Compiles necessary data and justification for projected expenditures. 
  • Identifies vendors for technical services, furniture, equipment and supplies.  Research major purchases, makes recommendations for purchase of business machines, telecommunication equipment and maintenance contracts, and other office supplies.  Oversees payment for office, travel, and meeting expenses. 
  • Oversees implementation of administrative decisions and the maintenance of official records of program and related committee activities. 
  • Prepares and/or compiles data for comprehensive reports and analyses, presentations, monthly activity reports, program evaluations and official correspondence.  Responds to inquiries as directed and distributes informational materials according to University policy and practice. 
  • Performs other related duties as required. 
Position Status Full Time
Hours Per Week
Daily Work Shift
Work Arrangement Consistent with the current application of Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement. The flexible work arrangements outlined in Rutgers Policy 60.3.22 are part of a pilot program that is effective September 1, 2022 through August 31, 2024. Therefore, there is no guarantee that this flexible work arrangement will continue beyond that date. Flexible work arrangements are not permanent, are subject to change or cancellation and contingent on the employee receiving approval in the FlexWork@RU Application System. Additional information may be found at https://futureofwork.rutgers.edu .
FLSA Exempt
Grade 19S
Position Salary
Annual Minimum Salary 52503.000
Annual Mid Range Salary 62615.000
Annual Maximum Salary 74061.000
Standard Hours 37.50
Union Description HPAE, Local 5094
Payroll Designation PeopleSoft
Benefits Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview .
Seniority Unit
Terms of Appointment Staff – 12 month
Position Pension Eligibility ABP

Qualifications

Minimum Education and Experience
  • Bachelor’s Degree, plus one (1) year of related experience in a business office, government agency or university setting required.
  • Equivalent experience, education and/or training may be substituted for the degree requirements.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
  • Ability to complete assignments with great attention to details and a high degree of accuracy, including ability to serve as the proofreader for reports and other written materials.
  • Ability to work independently with minimal guidance and as part of a team.
  • Demonstrated ability to write and communicate clearly and effectively.
  • Ability to work well and communicate professionally with all levels of internal management and staff, as well as outside clients and vendors.
  • Ability to problem-solve with minimal supervision, but with appropriate judgment (i.e., knowing when to ask for help).
  • Ability to establish priorities, manage multiple activities and ensure the timely completion of assignments and in meeting deadlines.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment
  • Physical Demands: Standing, sitting, walking, talking, hearing, and driving. No special vision requirements. Must be able to lift or exert up to 25 pounds.
  • Work Environment: Office environment. Moderate noise.
Special Conditions

Posting Details

Posting Number 24ST0183
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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees , Rutgers University requires all prospective employees to provide proof that they are vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. 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.

Affirmative Action/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 value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement

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