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Secretary I

Company: Rutgers University
Location: New Brunswick
Posted on: May 16, 2022

Job Description:

Rutgers, The State University of New Jersey is seeking a Secretary I in Pediatric Rheumatology and Medical Genetics Division at Robert Wood Johnson Medical School.

As the executive or senior level secretary, provides high level confidential, secretarial services and assists with the administrative activities of the offices for the Divisions of Pediatric Rheumatology Medicine and Medical Genetics and other divisions as needed. 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.
* Composes correspondence for signature. Uses various PC software packages such as word processing, spreadsheets, graphics, etc. to

produce high-quality documents. Creates tables, charts and graphs as required.
* Determines work procedures; prepares work schedules and expedites workflow. Evaluates secretarial, clerical procedures, establishes

standards and institutes new or modified procedures.
* Answer phones and triage all calls for the divisions. Arranges conference calls.
* Ensures physician medical licensure, including DEA and CDS and other applicable certification are current according to guidance

from hospital and medical school guidelines.
* Assists in the dissemination of information by email and or telephone across divisions with regard to semi-annual faculty effort reports, annual faculty evaluations, ethics training, meetings and conferences, and any other mandated RUTGERS requirements for all of both divisions and keeps copies of same.
* Submit 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.
* Responsible for the compilation and dissemination of on call schedules for both divisions.
* Creates and maintains database and spreadsheet files and mailing lists. Incumbent maintains divisional files including data on all division members. Distributes mail for Division.

Keywords: Rutgers University, New Brunswick , Secretary I, Administration, Clerical , New Brunswick, New Jersey

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