Rutgers, The State University of New Jersey, is seeking a Secretary I for the department of Pediatrics at the Robert Wood Johnson Medical School.
As the executive or senior level secretary, the Secretary I provides high level confidential, secretarial services and assists with the administrative activities of the offices for the Divisions of Pediatric Emergency Medicine and General Pediatrics. This position coordinates the activities for assigned projects and programs.
Among the key duties of this position are the following:
Performs a wide variety of typing assignments, including correspondence, reports and recommendations, often of a confidential nature.
Determines work procedures; prepares work schedules and expedites workflow. Evaluates secretarial, clerical procedures, establishes standards and institutes new or modified procedures.
Answers phones and triages all calls for the divisions. Arranges conference calls.
Ensures physician medical licensure, including DEA and CDS and other applicable certifications are current, according to guidance from hospital and medical school guidelines.
Submits payroll requests for all overtime worked by division members. Prepares and submits travel advances and reimbursement reports. Uses Marketplace for submission of purchase orders.
Maintains supervisor’s and/or department calendar, establishing priorities and scheduling appointments, at own discretion.
Coordinates and arranges both division's monthly meetings, prepares agendas, reserves and prepares facilities, orders AV equipment for meetings. Records and transcribes minutes of meetings. Distributes minutes to all attendees in a timely manner.
Minimum Education and Experience:
Graduation from an accredited program of secretarial studies, plus four (4) 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.
Up to sixty (60) college credits may be substituted for two (2) years of secretarial experience.
Required Knowledge, Skills, and Abilities:
Demonstrated interpersonal skills.
Excellent writing, organization and communication skills are essential.
The ability to work well with the University administration, faculty, staff, and students is necessary.
Must possess the ability to function in a team environment, as well as independently.
Knowledge of EDIM, Patient Keeper, and SCM.
Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint), Controller’s Report Library.
Proficiency in Marketplace.
Physical Demands and Work Environment:
Standing, sitting, walking, talking or hearing. No special vision requirements. Ability to lift or exert up to 25 lbs.
Posting Number: 18ST2208
Location: Downtown New Brunswick
Internal Number: 70347
About Rutgers University
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.