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Program Assistant

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Position Details

Position Information

Recruitment/Posting Title Program Assistant
Job Category Staff & Executive - Healthcare - Administrative Services
Department RWJ-Div. Of Addiction Psychiatry

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 Program Assistant for the Department of Psychiatry, Division of Addiction Psychiatry at Robert Wood Johnson Medical School.

Under the direction of the Director, assists with the development, implementation and monitoring of programs within the Division of Addiction Psychiatry in the Department of Psychiatry. Provides administrative and program support to the Project Directors, Principal Investigators, Faculty, and other professional staff.

• Prepares comprehensive reports, presentations and official correspondences. Responds to inquiries as directed and distributes informational materials according to University policy and practice.
• Responsible for submission of payroll for all full time and part time staff in the division, utilizing the Rutgers payroll system.
• Responsible for all division purchases through Marketplace.
• Reviews and processes time and attendance records for all division staff.
• Completes all expenses and check requests on-line for faculty and staff.
• Coordinates eligible faculty (30+) for On Call Schedule at RWJUH and UBHC/APS; schedules, maintains and distributes monthly On Call schedules for the Department of Psychiatry.
• Designs and prepares statistical reports and spreadsheets containing findings, analyses, conclusions and recommendations as requested. Manages databases for specific projects. Prepares IRB submissions and annual review updates for faculty research projects.
• Assists with the preparation of grant proposals and manuscripts for publications. Demonstrates proficiency in SAGE (state
grants) and COEUS (federal grants) electronic grant submission programs. Performs literature searches, responsible for
manuscripts. Gathers and organizes documents, prepares bio-sketches from resumes, produces tables and spreadsheets for inclusion, edits drafts and final version.
• Responsible for coordinating the monthly project calendar, including conferences, seminars, program site meetings,
workshops, etc.
• Serves as principal liaison with various administrative units of the University such as Purchasing, Accounts Payable, Human Resources, Payroll, etc.
• Performs other related duties as assigned.

Position Status Full Time
Hours Per Week
Daily Work Shift Day
FLSA Exempt
Grade 20S
Position Salary
Annual Minimum Salary 46708.000
Annual Mid Range Salary 55774.00
Annual Maximum Salary 66023.000
Standard Hours 37.50
Union Description HPAE, Local 5094
Payroll Designation PeopleSoft

Information about the benefits provided to Rutgers employees can be found at:

Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP


Minimum Education and Experience

Bachelor’s Degree in Business Administration, Social Science or a related discipline, 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 education requirements.

Required Knowledge, Skills, and Abilities

Demonstrated strong computer skills including proficiency in Microsoft Office 365, Excel and Word.

Preferred Qualifications

Knowledge of research grants and contract preferred.

Equipment Utilized
Physical Demands and Work Environment

Physical Demands: Standing, sitting, walking, talking or hearing. No special vision requirements. Lift up to 25 pounds.

Work Environment: Office environment. Moderate noise.

Special Conditions

Posting Details

Posting Number 17ST1792
Posting Open Date
Special Instructions to Applicants
Regional Campus Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus Downtown New Brunswick
Location Details

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:

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What is the highest level of education you have completed?
    • High School Diploma/GED
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • Ph.D.
  2. * Do you have any knowledge of research grants and contracts?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter/Letter of Application