Management Assistant
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Administrative Assistant
Location 08901, New Brunswick, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 1/11/24
Position Details

Position Information

Recruitment/Posting Title

Management Assistant

Job Category

Staff & Executive - Healthcare - Administrative Services


CINJ Central Admin


Our vision is to be a statewide, national and world leader of scientific discovery, transdisciplinary engagement, translation, patient care and education that improves outcomes for cancer patients and populations.

We will accomplish this by conducting innovative basic, clinical and population research and cutting-edge patient-centered care that expands our understanding of the etiology and biology of cancer; facilitates the rapid translation of laboratory-based discoveries into human studies; develops new approaches and interventions for cancer prevention that decrease cancer incidence and mortality; and develops new and better therapies to decrease suffering and mortality from cancer.

Curiosity and Discovery, Integrity, Collaboration, Respect and Caring, Perseverance.

Posting Summary

Rutgers, The State University of New Jersey is seeking a Management Assistant in Administration and Planning at Rutgers Cancer Institute of New Jersey.

Management Assistant provides high-level administrative support to the Chief of Cancer Immunotherapy and Director of the GMP/PD Facility. Works independently and as a member of the Cell Therapy administrative team. Coordinates office operations and serves as the liaison with various units and administrative offices throughout the University. Must always maintain a high level of professionalism and be able to interact with high-level academic and business associates as well as colleagues at all levels of Rutgers University and other institutions.

Among the key duties of this position are the following:

Responsible for confirming schedule of appointments, proactively addressing conflicts, managing the daily calendar of the Chief of Cancer Immunotherapy and Director of the GMP/PD Facility, and applying informed independent judgment to help manage time. Careful coordination of the non-clinic schedule with the clinic schedule must be maintained.
Manages and coordinates travel itineraries and reservations for Chief of Cancer Immunotherapy. Prepares expense reports upon trip completion.
Works with members of the Cell Therapy administrative team to maintain the CV of the Chief of Cancer Immunotherapy, with specific responsibility for updating travel-related items such as invited lectures and conference participation.
Schedules Cell Therapy and Cancer Immunotherapy group 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 and distributes formal agendas, and keeps detailed minutes for distribution and record-keeping.
Coordinates high level visitor meetings on and off CINJ campus. Acts as key resource coordinating details for visitors coming to CINJ or for the Chief of Cancer Immunotherapy going offsite. Handles directions, parking information, and other location Transportation and Logistics. Ensures relevant background information is available in advance of every meeting

Position Status

Full Time

Hours Per Week

Daily Work Shift

Work Arrangement





Position Salary

Annual Minimum Salary


Annual Mid Range Salary


Annual Maximum Salary


Standard Hours


Union Description

HPAE, Local 5094

Payroll Designation



Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to

Seniority Unit

Terms of Appointment

Staff - 12 month

Position Pension Eligibility



Minimum Education and Experience

Bachelors 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.


Required Knowledge, Skills, and Abilities

Must be computer literate 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.
Must be dependable, flexible, and people-oriented.
Must be willing to work additional hours to meet deadlines as needed.
Ability to function in a team environment.
Superior organizational skills with the ability to manage numerous projects simultaneously.
Demonstrated knowledge of how to accomplish superior performance in a unionized environment necessary.
Ability to navigate the internet and portal.

Preferred Qualifications

Prior experience in coordinating meetings and domestic and international travel.

Equipment Utilized

Physical Demands and Work Environment

PHYSICAL DEMANDS: Standing, sitting, walking, talking and hearing. No special vision requirements. Lifting up to 25lbs.

WORK ENVIRONMENT: Office environment. Moderate noise.

Special Conditions

Posting Details

Posting Number


Posting Open Date

Special Instructions to Applicants

Regional Campus

Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus

Downtown New Brunswick


New Brunswick



Location Details

Pre-employment Screenings

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

Immunization Requirements

Under Policy 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees, Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. 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 candidates offer of employment or disciplinary action up to and including termination.