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Secretary I

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Position Details

Position Information

Recruitment/Posting Title Secretary I
Job Category Staff & Executive - Healthcare - Administrative Services
Department RWJ-Medicine-Gastroenterology-Meb

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 Secretary I for the Department of Medicine at Rutgers Robert Wood Johnson Medical School.

The Secretary I performs day-to-day office management for the Division of Gastroenterology and Hepatology. He/she provides high-level confidential, secretarial services and assists the Chief and other physicians of the Division of Gastroenterology and Hepatology with the administrative activities required of the division. Coordinates the activities for assigned projects and programs, as needed. This administrative assignment supports the clinical, academic, and research missions of the division.

• Reviews physician’s EMR desktop on a daily basis completing assigned tasks as needed.
• Prints physician’s schedules and H&P’s on a daily basis (2 day prior to procedure) and notifies physician as per physician’s preferred method of receipt.
• Prepares and/or complies data for grant submission, including budget proposals as needed by Chief, divisional faculty and other laboratory faculty.
• Provides regular reports on grant expenditures to laboratory faculty, as needed.
• Regularly coordinates meetings and arranges programs, events, and/or conferences, including arranging for facilities and caterer, issuing information and invitations, coordinating speakers, and tracking event budget.
• Manages the Division Chief’s and other selected GI faculty member’s calendars.
• Submits physician clinic changes for vacations and conference attendance in accordance with the Ad Hoc time off request policy.
• Maintains appropriate log sheets and records needed for efficient operation of Unit.
• Serves as the key person for submission of purchasing requisitions, invoices for payment to vendors.
• Coordinates and conciliates monthly management reports and departmental level submissions of budgets and other projects.
• Performs other related duties as assigned.

Position Status Full Time
Hours Per Week
Daily Work Shift Day
FLSA Nonexempt
Grade 2000
Position Salary
Annual Minimum Salary 22.990
Annual Mid Range Salary 23.490
Annual Maximum Salary 24.190
Standard Hours 35.00
Union Description Teamsters, Local 97
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

• Graduation from an accredited program in secretarial studies plus four years of full-time secretarial experience.
• An additional year of experience required in lieu of the secretarial program.
• College credits may be substituted on a year-for-year basis for secretarial experience. Up to sixty credits may be substituted for two years of secretarial

Required Knowledge, Skills, and Abilities

• Proficiency in typing and experience with word processing packages.
• Demonstrated working knowledge of Microsoft Word and Excel.
• Demonstrated excellent letter writing and grammar skills.
• Demonstrated ability to handle multiple tasks at the same time.
• Demonstrated excellent interpersonal skills.

Preferred Qualifications

• Previous divisional secretarial experience.
• Demonstrated proficiency in GE, IDX, EMR, Sunrise Clinical Manager (SCM), TDS and Sunrise Disease Manager (SDM), and Research Administration and Proposal Submission System (RAPSS).

Equipment Utilized
Physical Demands and Work Environment

• Physical Demands: Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 25 lbs.

• Work Environment: Office environment with moderate noise

Special Conditions

Posting Details

Posting Number 17ST3191
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 at least four years of full-time secretarial experience?
    • Yes
    • No

Applicant Documents

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