• Team Administrator, Rutgers Biomedical Health Sciences

    New Jersey
  • Overview

    Rutgers Biomedical and Health Sciences (herein RBHS) seeks an energetic, positive, articulate self-starter to serve as its Team Administrator. The Team Administrator will provide high level administrative support with a high level of confidentiality. S/he must be able to work independently, comfortably multi-task on a wide variety of projects, possess a keen eye for detail, be able to collaborate with colleagues and follow through with minimal supervision.


    Reporting to the Directors of Development of Rutgers New Jersey Medical School and Rutgers School of Nursing, and working in collaboration with all members of the RBHS Advancement team, this position schedules appointments, arranges and coordinates logistics for meetings, makes travel arrangements for the two aforementioned unit directors, runs existing reports, prepares and identifies new reports, assists with analyzing reports, assists with presentations and supporting documents as needed. S/he will be responsible for submission of accounting items for the department (gift documentation, expense reports, credit card statements, check requests). The Team Administrator oversees the general management of ordering of supplies, management of files, and greeting of guests. The Team Administrator is responsible for maintaining the general operations and productions schedules of their supervisor(s).


    The successful candidate is expected to have at least a Bachelor’s degree and two to four years of experience. S/he should have previous experience that demonstrates knowledge an understanding of office administration, customer service, work organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices, and strong computer literacy. Customer service orientation and ability to work with all levels within and outside the university. Good skills in problem solving and diplomacy. Experience in fundraising environment is preferred.


    Rutgers Biomedical and Health Sciences

    As New Jersey’s premier academic health center, Rutgers Biomedical and Health Sciences (RBHS) thrives in educating students, providing clinical care, and conducting research, all with the goal of improving human health.  RBHS is equipped as never before to transform lives with its superior and professional staff along with their community of healers, scientists, and scholars.  Rutgers Biomedical and Health Sciences serves as the umbrella organization for eight schools, four centers, and institutes, and a behavioral health network.  It was created in July 2013 after the New Jersey Medical and Health Sciences Education Act went into effect.  This act integrated Rutgers University with all of the units of the University of Medicine and Dentistry of New Jersey, except University Hospital in Newark and the School of Osteopathic Medicine in Stratford.  Rutgers Biomedical and Health Sciences was created and composed of legacy UMDNJ units and Rutgers School of Pharmacy, College of Nursing, and Institute for Health, Health Care Policy and Aging Research.  Rutgers is one of the largest academic institutions in the United Stated providing health care education, research, clinical service and care.

    Led by chancellor Brian L.Strom, Rutgers Biomedical and Health Sciences (RBHS) comprises eight schools and their attendant faculty practices, centers, institutes, and clinics; New Jersey's largest behavioral health care network; and numerous additional centers, institutes, and clinics. RBHS also includes New Jersey's leading comprehensive cancer care center, the Cancer Institute of New Jersey, which reports directly to Rutgers' president, Robert L. Barchi. These units are found at Rutgers University–New Brunswick, including Piscataway; at Rutgers Health Sciences at Newark, Scotch Plains, Somerset, and Stratford; at Rutgers University–Newark; and at additional locations in New Jersey. RBHS, integral to Rutgers' mission, works synergistically with many other academic, research, and clinical units throughout the university and the region.

    More information can be found at http://rbhs.rutgers.edu

    Rutgers University Foundation


    Created in 1973, the Rutgers University Foundation advances Rutgers’ pursuit of excellence in education, research, and public service. The Foundation provides the bridge between donors and the universities, schools, programs, faculty, and students that make up the University. The Foundation helps to match caring people with satisfying and meaningful opportunities to make gifts that have an impact on Rutgers. Founded in 1766, Rutgers is the eighth oldest institution of higher education in the nation. Today, Rutgers-New Brunswick is  a member of the Association of American Universities, is New Jersey’s premier public research institution and flagship state university. More than 100 majors offer students vast opportunities. On July 1, 2014, Rutgers University joined The Big Ten Conference of world-class universities whose member institutions share a common mission of research, graduate, professional and undergraduate teaching and public service. The Foundation is a 501© (3) tax-exempt organization with the sole mission of supporting Rutgers University. The organization includes the areas of Alumni Relations, Development and related Communications. Led by Foundation President Nevin E. Kessler and his senior cabinet – the Executive Leadership Group (ELG) – the Foundation successfully completed a $1 billion campaign in 2014 and is preparing for another multi-billion dollar campaign in the near future.


    More info on the Foundation can be found on: www.support.rutgers.edu




    Specific Responsibilities and Duties:

    • Manage AVP’s and Director’s calendars, including scheduling meetings
    • Maintain operation schedules and production schedules for department
    • Coordinate logistics for meetings and events
    • Responsible for Department Accounts Payable and Receivable (expense reports/credit card), assists with monitoring budget
    • Greets guests to the departments
    • Organizes department workflow
    • Manages filing system – both paper and electronic
    • Maintains accurate and timely data entry in system for both departments
    • Works as liaison to various internal and external departments on behalf of the AVP and Directors
    • Runs existing reports, helps identify and prepare new reports as needed and helps analyze data
    • Research donors, profile donors and assist with contacting prospects
    • Assist with drafting proposals, data entry, etc.
    • Other duties as assigned

    The Team Administrator can be expected to have the following personal characteristics and professional qualifications:


    • Bachelor’s degree in a related field or an equivalent combination of education and/or experience that demonstrates knowledge an understanding of office administration, customer service, work organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices.
    • Minimum of two years relevant experience in an administrative or support function.
    • Strong communication and computer literacy skills. Customer service orientation and ability to work with all levels within and outside university. Good skills in problem solving and diplomacy.




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