Rutgers, the State University of New Jersey seeks a highly motivated Administrative Analyst III for the Department of Medicine at the New Jersey Medical School. Under direction, the Administrative Analyst III performs a variety of administrative and support functions for the Department Chair, Senior Director of Administration, Chair's Executive Assistant (Program Coordinator), and Program Managers. The Administrative Analyst III will be responsible for tracking departmental projects and coordinating office procedures. Under the direction of the Senior Director of Administration, the Administrative Analyst III assists in the development and analysis of financial, operational and strategic reports and other projects as assigned.
Assists in reviewing department programs, activities, and policies under the direction of the Senior Director of Administration and assists in evaluating their administration, objectives, efficiency, effectiveness, and suitability to current conditions, costs, and goals, using established procedures and standards.
Assists the Chair and the Senior Director of Administration with special projects, presentations, collation and distribution of special reports, and departmental reviews.
Maintains departmental directories for clinical and research faculty, staff, housestaff, and voluntary faculty. Distributes directory updates as required.
Assists the Senior Director of Administration with facilities work orders, key requests, facilities quotes, and telecommunications and IT requirements; and maintains the duplicate key index and lockbox for departmental spaces.
Initiates surplus disposition orders and removal of surplus equipment and furniture in accordance with established policies and procedures.
Coordinates with the Dean's Office, other departments and agencies in Rutgers, University Hospital, or outside contractors for analyzing, notifying, and setting up training sessions for various training and compliance requirements for faculty and staff employees of the department.
Assists in the planning, notification requirements, tracking, and completion of annual faculty evaluations and other associated requirements.
Acts as the primary timekeeper, and records absences for the Chair's Office and key departmental staff.
Maintains a master accountability for faculty time off.
Assists in the preparation and maintenance of bulletins, manuals of policies, procedures, and instructional material.
Staffs the Chair's Office front desk and directs communications appropriately, and coordinates document flow into and out of the Chair's Office and for the Senior Director of Administration.
Schedules candidate interviews for departmental faculty recruits and other key staff as directed by the Chair and Senior Director of Administration; and, maintains the departmental parking validation stamp for official visitors and interview candidate parking validations.
Works closely with, and under the direction of, the Chair's Executive Assistant (Program Coordinator) for all administrative and workflow requirements for the Chair's Office.
Minimum Education and Experience:
Bachelor's Degree plus at least three (3) years of professional administrative support experience in a business, government agency, or educational institution.
Additional related experience may be substituted for the educational requirement on a year for year basis.
Required Knowledge, Skills, and Abilities:
Must be computer literate and be able to become proficient in computer applications as required by the department or unit.
Salary: Maximum hiring amount $55,000
Posting Number: 18ST4079
Location: Newark (RBHS)
Internal Number: 81923
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.