Career Center

Position Summary:

• Responsible for providing administrative, analytical, computing and staff support for the department. Executes assignments and tasks requiring data collection, information gathering, analysis, data entry/retrieval, data base maintenance, forms and graphics generation utilizing a variety of software packages.
• Assists the department Chair and Faculty in all facets of professional and academic requirements, including coordinating faculty, staff and student recruitment, the hiring process and on-boarding in conjunction with academic leadership. Arranges monthly schedules, meetings, traveling reimbursements for faculty, staff, and processes faculty payroll via people-soft.
• Screens calls and provides information in accordance with organizational policy, receives and appropriately handles incoming correspondence, makes appointments, schedules meetings, and responds to inquiries. Develops and implements controls for work assignments under the direction of the Administrator.
• Coordinates and puts together the on call University Hospital service list schedule for the faculty and uploads the information on AMION and assist with retrieving the CSA reports.
• Assists in processing Faculty Affairs and Medical Staff Office credentialing documents by proofreading and writing/documenting proposals for new hire and re-appointment of faculty, physicians and CRNA's.
• Serves as proctor for both Clerkship and Neuro Psychiatry and Biostatistics course, works closely with Chair on issues related to course scheduling, program needs and implementations, Serves as the Clerkship administrative assistant for third year medical students.
• Troubleshoots printers, computers, and any other electronic devices, and assists with work orders for related and all other departmental needs.
• Monitors levels of available office supplies within the department and places orders for additional supplies when appropriate. Maintains appropriate level of printed office stationery for the department and Chair's office. Orders departmental business cards and buck slips, and maintains or assists in maintaining department accounts, monitoring expenditures.
• Maintains conference room utilization schedule in addition to coordinating and maintaining the department calendar. Exercising discretion and applies informed independent judgment to help manage the Administrator/Chairman's time. Makes travel arrangements and prepares meeting agendas.
• Coordinates the process of appointing and promoting voluntary faculty members and interfaces with appropriate individuals and offices. Maintains spreadsheets to monitor progress of outstanding items. With input from the Administrator, Chair, and faculty, develops a process to ensure that voluntary faculty members provide appropriate service to the department in order to maintain their appointments.
• Coordinates all requests made of Physical Plant for the department (i.e., moving of equipment, disposal of equipment, repairs, heat/cooling issues). Maintains ongoing inventory of space/office to ensure uniformity of signage in the department, and prepares all locksmith office requests.
• Assists in evaluation of office procedures and establishing standards, recommends and implements new or modified procedures as needed.
• As assigned, serves as principal liaison between the department and other administrative units such as Purchasing, Human Resources and Information Services and Technology.

Required Knowledge, Skills, and Abilities:

• Bachelor's Degree in Liberal Arts, Public or Business Administration, the Social Sciences or a related field, plus one (1) year of professional level experience in a business office, government agency, or university setting.
• Equivalent education, experience, and/or training may be substituted for the education requirements.

Physical Demands and Work Environment:

Posting Number: 22ST0736

Location: Newark (RBHS)