Manager of Administrative Services

Rutgers University

United States, New Jersey, New Brunswick

Apr 09, 2025

Position Details

Position Information

Recruitment/Posting Title	Manager of Administrative Services
Job Category	Staff & Executive - Project/Program Management/Planning
Department	RWJ-Otolaryngology
Overview	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 university wide, 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 Manager of Administrative Services for the department of Surgery at the Robert Wood Johnson Medical School. Faculty Appointments Coordinator for the Department of Surgery. Plans, organizes and directs day-to-day activities related to the administrative functions of the Chairperson's Office. Coordinates a wide variety of administrative activities. Reviews University regulations, policies, and procedures and institutes internal compliance. Among the key duties of this position are the following: Prepares and transmits all faculty appointments (fulltime, part-time, volunteer) , including initial permission to recruit, advertising or waivers from advertising, offer letters, restrictive covenant, affirmative action compliance, background screening, as well as reappointments, promotions, and change in status at the New Brunswick campus. Ensures conformity with related departmental and University policies and procedures and coordinates with the Dean's Office for timely responses. Current responsibility extends to over 70 fulltime faculty, as well as over 100 volunteer faculty appointments. Supervises the secretarial staff of the Chairperson's Office. Coordinator of the AAUP and Administrator faculty performance appraisal review process. Receives printout from Dean's Office of all faculty who are due for anniversary evaluations. Distributes to Division Chiefs and department heads for preparation and timely submission. Includes evaluation, Outside Activity Form, Vacation/Medical Leave Form. Manages the support staff evaluation process (administrative, secretarial, clerical, research) throughout the department. Checks E-Print on Human Resources website monthly for staff who are due for anniversary evaluations. Distribute to Division supervisors for preparation and follow-up of timely submission, preparing Staff Transaction Forms to implement salary increase, if applicable. Coordinator of the Visiting Professor Program. Initiates honoraria, continuing medical education accreditation acceptance, arranges conferences and accommodations. Coordinates the activities of the monthly meetings of the Departmental Faculty, Appointments and Promotions Committee, and Division Chiefs. Assembles agenda, prepares data packets, composes and distributes minutes.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement	This position requires a fully on-site work arrangement.
FLSA	Exempt
Grade	25S
Position Salary
Annual Minimum Salary	80054.00
Annual Mid Range Salary	101271.00
Annual Maximum Salary	122488.00
Standard Hours	37.50
Union Description	MPSC - Legacy UMD
Payroll Designation	PeopleSoft
Benefits	Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview.
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	Bachelor's Degree in Business Administration, Social Sciences, Healthcare Administration, or a related field plus three (3) years of responsible experience managing projects, writing reports and presentations, preferably in a higher education/medical school setting or government agency. Prior supervisory experience is required. Equivalent education, experience and/or training may be substituted for the degree requirement.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Must be computer literate with proficiency and working knowledge of database and reporting tools consisting of Banner, Microsoft Word, Excel, Access, PowerPoint, Banner and Adobe skills. Exceptional writing, project management and interpersonal skills. Demonstrated outstanding human relations and leadership skills and the ability to function in a team environment. Demonstrated knowledge is necessary to accomplish superior performance in a unionized environment. Capability of handling confidential and sensitive material and interactions.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment	Physical Demands: Standing, sitting, walking, talking or hearing. No special vision requirements. Must be able to lift or exert force up to ten (10) pounds. Work Environment: Office environment. Moderate noise.
Special Conditions

Posting Details

Posting Number	25ST0750
Posting Open Date
Special Instructions to Applicants
Regional Campus	Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus	Downtown New Brunswick
City	New Brunswick
State	NJ
Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements

Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination.

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: http://uhr.rutgers.edu/non-discrimination-statement