Rutgers, New Jersey Medical School is seeking a highly motivated Program Support Specialist for Public Health Research Institute. Under direction of the Principal Investigator, the Program Support Specialist is responsible for providing administrative support and coordinating the fiscal, contractual, and regulatory support of a program consisting of more than 20 individual projects, that are thematically related. The Program Support Specialist will assist with long- and short-range planning and with fiscal projections and analysis. The Program Support Specialist will also be responsible for the operational functions of the program, the prioritization of responses to inquiries and providing resolutions where applicable. Other responsibilities include grant communications, travel, expenditures, and coordination of office operations.
Maintains fiscal records and monitors fiscal transactions for individual projects and the program. Ensures expenditures are in accordance with allocation of funds and in compliance with the regulations of grant agencies.
Designs and prepares statistical reports and surveys as directed. Provides training and monitoring for timeliness and accuracy of data collection by staff.
Coordinates the design, layout and content of various materials brochures, presentations, etc. for conferences, public relations programs, grant applications, and recruitment activities. Creates PowerPoint presentations for individual projects and for the program.
Coordinates and participates in administrative planning, organizational reviews, and in the implementation of new techniques and methods to improve administrative practice.
Works with Investigators and personnel in developing, preparing and finalizing research proposals including interactions with collaborators and their institutional representatives. This includes budgets, biographical sketches, other support, and other proposal documents as needed.
Maintains executed budgets and spreadsheets for projects/grant awards and subcontract sites as applicable. Maintains records: spreadsheets, communications with collaborators, reports and other relevant documents, generates regular back-ups.
Assists in researching purchase information and submission of purchase requisitions.
Participates in regular meetings with Investigators and records key information. Keeps track of program tasks as directed by Principal Investigators and monitors progress. Assists with regulatory documents as required.
Performs other related duties as assigned.
Minimum Education and Experience:
Bachelor's degree in Business Administration or a related field plus two (2) years of progressively more responsible administrative experience required.
Equivalent experience, education and/or training may be substituted for the educational requirements.
Candidates with previous experience in project management, cost controlling, budget forecasting and reporting of multi-million dollar projects preferably in governmental settings or government associated settings will be prioritized.
Excellent interpersonal and communication skills and the ability to deliver accurate outcomes under strict timelines.
Required Knowledge, Skills, and Abilities:
Advances knowledge of Microsoft Office applications including Excel, Word, Power Point, Outlook, etc. required.
Ability to work in multiple teams with diverse backgrounds.
Prioritization of tasks as per program requirement.
Physical Demands and Work Environment:
PHYSICALDEMANDS: Standing, sitting, walking, talking or hearing. No special vision requirements.
WORKENVIRONMENT: Laboratory and office environment. Moderate noise.
Posting Number: 19ST1337
Location: Newark (RBHS)
Internal Number: 84042
About Rutgers University
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.