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Staff Assistant

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Position Details

Position Information

Recruitment/Posting Title Staff Assistant
Job Category Staff & Executive - Administrative & Support
Department RSDM-Orthodontics

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 School of Dental Medicine is seeking a Staff Assistant for the Department of Orthodontics. This position reports directly to the Senior Management Assistant and works closely with the administration support team to provide general office support. The primary purpose of the Staff Assistant is to ensure the department remains compliant with federal, state and university policies, including HIPAA privacy regulations and helps maintain data collection for the postgraduate program in identifying areas of improvement to meet accreditation standards.

  • Supports the Senior Management Assistant with all aspects of clinical operations.
  • Serves as point of contact in the absence of the Financial Coordinator and assists with patient inquiries.
  • Generates and reviews daily department compliance reports and follows through with corrective actions.
  • Provides recommendations to minimize compliance risk.
  • Supports administration team with data and image storage to meet compliance demands.
  • Generates and reviews appointment no-shows, recall and inactive reports and contacts patients to schedule the next appointments or recommend dismissal.
  • Coordinates departmental chart audit review to ensure compliance.
  • Supports the patient screening session by providing financial counseling (requirements and obligations).
  • Works effectively as a team member, offering support, making suggestions, accepting change and handling stress in an appropriate manner.
  • Acts as a floater by working in varied clinic or back end assignments, as required by business and/or clinic operational needs.
  • Under the direction of the Senior Management Assistant, the incumbent will work closely with Dispensary Principal Clerk with the processing of purchase order requests, using the University’s procurement system while adhering to procurement policies.
Position Status Full Time
Hours Per Week
Daily Work Shift Day
FLSA Exempt
Grade 17S
Position Salary
Annual Minimum Salary 42154.000
Annual Mid Range Salary 50620.500
Annual Maximum Salary 59087.000
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
  • Associates degree in health, science or business discipline
  • Two (2) years of progressive clerical and/or front desk experience.
Required Knowledge, Skills, and Abilities
  • Must be computer literate with proficiency and working knowledge of database and reporting tools.
  • Microsoft Word, Excel, Access, PowerPoint and Adobe skills.
  • Strong communication and interpersonal skills and the ability to develop and foster a cohesive, team-oriented culture within the Department.
  • Capability of handling confidential and sensitive material and interactions.
  • Excellent organizational skills, the ability to work independently with a high level of accuracy, manage multiple priorities simultaneously, and exercise discretion in obtaining and providing factual and confidential information.
Preferred Qualifications
  • Experience in a clinical or university setting.
  • Knowledge of dental terminology.
  • Knowledge of Axium dental software.
  • Bilingual (Spanish/Portuguese)
Equipment Utilized
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number 17ST3201
Posting Open Date
Special Instructions to Applicants
Regional Campus Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus Newark (RBHS)
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 (*).

Applicant Documents

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