Regional Campus: Rutgers Biomedical and Health Sciences (RBHS)
Posting Number: 17ST2148
Job Type: Full Time
Rutgers, The State University of New Jersey is seeking a Program Assistant for the Department of Medicine at Rutgers Robert Wood Johnson Medical School. Reports directly to the Department Administrator II.
Responsible for the day-to-day activities of the Division of Cardiovascular Disease and Hypertension. With limited supervision by Department Administrator II and/or the Chief of the division, the Program Assistant provides a high level of management and administrative support for the division. Performs day-to-day office management for the division of Cardiovascular Disease and Hypertension for all programs in the division including General Cardiology, Interventional cardiology, Clinical Electrophysiology, Structural Heart Disease, Non-invasive cardiology, and Heart Failure/Transplant. Provides advanced administrative support to ensure the timely completion and efficient flow of required documentation for both administrative and clinical functions needed by the physicians and faculty in the division. Provides administrative assistance and support for Clinical EP faculty and half of the Non-invasive faculty, and cardiology fellows which includes all correspondence, travel and check requests, updating credential requests, reapplication appointments, and purchasing related requests.
Documents and processes vacation/conference requests, ad hoc clinic closures, and physician coverage.
Responsible for processing applications, reports and grants (if applicable) for speakers.
Coordination of all aspects of speakers visit including determining program dates, organization of travel arrangements, transportation, and hotel accommodations for speakers coming from out-of-town.
Coordinates all program logistics for each grand rounds presentation including conference room reservation and distribution of flyers and posters.
Schedules monthly division meetings, reserves conference room for the meeting, sends out reminders, takes attendance and minutes, sends out minutes to faculty and to Chairman's office.
Compiles monthly divisional activity report and send to Chairman's office.
Responsible for yearly attending schedule including sending out requests, compiling information and making schedule with the Chief.
Reconciles inpatient billing with patient admissions.
Provides administrative coordination/assistance regarding the cardiovascular fellowship program as needed.
Coordinates student electives with the registrar's office for medical students on the cardiology and ECG electives.
Coordinates lecture schedule for faculty and volunteer faculty; M2 Cardiopulmonary Course, Third Year Management Conferences and Physical Diagnosis Courses.
Coordinates annual faculty reviews.
Processes onboarding paperwork for new faculty and reappointments for existing faculty.
Performs other related duties as assigned.
Home Location Campus: Downtown New Brunswick
Preferred Qualifications: Experience with patientkeeper, EMR/IDX, and SCM preferred.
Required Knowledge, Skills, and Abilities: Must be proficient in Microsoft software (Excel, PowerPoint, Visio and Access Database).
Department: RWJ-Medicine-Cardiology 5-Meb