Management Assistant

About the role

The Management Assistant provides high-level administrative support to the Chief of Cancer Immunotherapy and Director of the GMP/PD Facility at Rutgers Cancer Institute of New Jersey. This position works independently and collaborates with various units and administrative offices within the university.

Responsibilities

• Confirms and addresses schedule conflicts for appointments of the Chief of Cancer Immunotherapy and Director of the GMP/PD Facility.
• Maintains the daily calendar and applies independent judgment to manage time effectively.
• Carefully coordinates the non-clinic schedule with the clinic schedule.
• Manages and coordinates travel itineraries and reservations for the Chief of Cancer Immunotherapy.
• Prepares expense reports upon trip completion.
• Works with the Cell Therapy administrative team to update the CV of the Chief of Cancer Immunotherapy, focusing on travel-related items.
• Schedules and coordinates meetings, including lab meetings, Cancer Immunology Seminar, and Immunotherapy Journal Club.
• Maintains membership lists and sends weekly reminders to presenters and meeting attendees.
• Coordinates high-level multi-site, hybrid, and teleconference meetings.
• Attends meetings, prepares formal agendas, and keeps detailed minutes for distribution and record-keeping.
• Coordinates high-level visitor meetings on and off CINJ campus.
• Handles directions, parking information, and other location logistics for visitors and the Chief of Cancer Immunotherapy.

Requirements

Minimum Education and Experience: Bachelor's Degree in Business Administration, Finance, or a related field; plus one (1) year of experience performing high-level administrative support for a senior scientific leader or equivalent.

Experience involving the review, analysis, and evaluation of financial, organizational, and/or administrative practices.

Equivalent education, experience, and/or training may be substituted for the degree requirements.

Knowledge, Skills, and Abilities: Computer literacy with proficiency and working knowledge of database and reporting tools such as Adobe, Microsoft Word, Excel, Access, and PowerPoint. Effective oral and written communication skills. Dependable, flexible, and people-oriented. Willingness to work additional hours as needed. Superior organizational skills with the ability to manage multiple projects simultaneously. Demonstrated knowledge of achieving superior performance in a unionized environment. Ability to navigate the internet and portal. Prior experience in coordinating meetings and domestic and international travel preferred.

Qualifications

• Minimum Education: Bachelor's Degree in Business Administration, Finance, or a related field.
• Experience: One (1) year of experience performing high-level administrative support for a senior scientific leader or equivalent.
• Other Qualifications: Equivalent education, experience, and/or training may be substituted for the degree requirements.

Skills

• Computer Literacy: Proficiency and working knowledge of database and reporting tools such as Adobe, Microsoft Word, Excel, Access, and PowerPoint.
• Communication Skills: Effective oral and written communication skills.
• Organizational Skills: Superior organizational skills with the ability to manage numerous projects simultaneously.
• Union Environment Knowledge: Demonstrated knowledge of how to accomplish superior performance in a unionized environment.
• Internet Navigation: Ability to navigate the internet and portal.
• Meeting Coordination: Prior experience in coordinating meetings and domestic and international travel preferred.

Benefits

Rutgers offers a comprehensive benefit program to eligible employees, including health insurance, retirement plans, and more. For details, please visit this link.