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Secretary I (Confidential)

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Position Details

Position Information

Recruitment/Posting Title Secretary I (Confidential)
Job Category Staff & Executive - Healthcare - Administrative Services
Department UBHC-P-Admin

Rutgers University Behavioral Health Care (UBHC), established in 1971, offers a full continuum of evidence based behavioral health and addiction services for children, adolescents, adults, and seniors throughout New Jersey. UBHC’s 1,060 experienced behavioral health professionals and support staff are dedicated to treatment, prevention, and education. UBHC, one of the largest providers of behavioral health care in the country, has a budget of $260 million and has 15 sites throughout New Jersey. Services are readily accessible and include: inpatient, outpatient, partial hospitalization, screening, crisis stabilization, family/caregiver support, community outreach and case management, supportive housing, supported employment, prevention and consultation, employee assistance programs, and a licensed therapeutic school from preschool through high school. Specialty services include the New Jersey suicide prevention helpline and peer help lines for police, veterans, active military, teachers, mothers of special needs children and child protective service workers. In FY2016, UBHC treated 16,199 consumers, had 24,502 admissions, and touched the lives of 19,441 individual callers through peer support. In addition, UBHC is the primary mental health training resource for the New Jersey departments of Human Services, Children and Families, and Corrections, delivering 16,000 trainings each year.

Posting Summary

Rutgers, The State University of New Jersey is seeking a Secretary I (Confidential) for Administration at Rutgers University Behavioral Health Care.

As the executive level secretary, provides high-level, confidential secretarial services and assists with the administrative activities within UBHC’s Administrative Offices. Coordinates the activities for assigned projects and programs. Reports to the Manager of Administrative Services.

• Composes/types a wide variety of correspondence for signature, often of a confidential nature.
• Coordinates monthly management report and unit level submissions of budgets and other projects, that need to be consolidated for division level submission.
• Maintains supervisors’ and department calendars, establishing priorities and scheduling appointments, at own discretion.
• Regularly coordinates meetings and arranges programs, events, committees, projects and/or conferences, including arranging for facilities and caterer, issuing information and invitations, coordinating speakers, and tracking event budget.
• Prepares administrative non-salary budget for supervisors’ approval, orders all supplies and equipment, tracks all expenses and notifies supervisors of any potential shortfalls.
• Provides strong customer service to all entities that interface with UBHC Administrative Offices, including direct reports to supervisors, Rutgers departments, consumers and families, outside entities such as service providers, state and county departments, trade associations, etc.
• Works with Manager to ensure compliance with Ethics requirements for staff.
• Oversees or makes detailed travel arrangements for supervisors and other department personnel, compiling documents for travel-related meetings.
• Completes appropriate internal paperwork (paper or electronic) required by Unit, UBHC and the University.
• Performs other related duties as assigned.

Position Status Full Time
Hours Per Week
Daily Work Shift Day
FLSA Nonexempt
Grade 18A
Position Salary
Annual Minimum Salary 20.890
Annual Mid Range Salary 24.770
Annual Maximum Salary 28.580
Standard Hours 35.00
Union Description Non-Union
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 PERS


Minimum Education and Experience

• Requires graduation from an accredited program in secretarial studies, plus four years of full-time secretarial experience.
• An additional year of experience is required, in lieu of the secretarial program.
• College credits may be substituted on a year-for-year basis, for secretarial experience.
• Experience with PeopleSoft and with Microsoft Office (Word, Excel, PowerPoint, Access), are required.

Required Knowledge, Skills, and Abilities

• Must have excellent communication, organizational, and interpersonal skills.

Preferred Qualifications

• Knowledge of procurement policies and procedures is preferred.

Equipment Utilized
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number 17ST2472
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. * Did you graduate from an accredited program in secretarial studies?
    • Yes
    • No
  2. * Do you have four (4) or more years of experience providing administrative and secretarial support in executive or healthcare setting?
    • Yes
    • No

Applicant Documents

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