Supervisor, Administrative Services, Research and Graduate Studies - School of Medicine Jobs in Nutley at Hackensack Meridian Health

Overview

Our team members are the heart of what makes us better.

At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community.

Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change.

The Supervisor, Administrative Services will complete complex duties unique to the Hackensack Meridian School of Medicine's (SOM) Vice Dean of Research/ Chair of the Department of Medical Sciences, and manage multifaceted interactions with external constituencies including, but not limited to, the Hackensack Meridian Health network and its Research Institute, Seton Hall University's School of Health and Medical Sciences and College of Nursing, Thomas Jefferson's College of Public Health, and numerous other academic enterprises with whom the SOM has established (academic) relationships. Serve as the first point of contact in the Office of Research and Graduate Studies (ORGS) and Department of Medical Sciences (Med Sciences), and be the principal liaison between the Vice Dean/Chair and other School and University administrators, staff, faculty, and the public, to ensure that projects' goals are understood, executed, achieved and communicated. Receives, screens, triages, answers questions and problem solve phone calls and visitors, answering a variety of complex questions with tact and diplomacy to reach an appropriate resolution. Communicates and handles incoming and outgoing electronic and written communications on behalf of the Vice Dean/Chair. Able to understand and communicate the goals of the Vice Dean/Chair, ORGS and Med Sciences on various projects to appropriate constituents and report back to the Dean on any major updates. Provide a briefing to the ViceDean/Chair on an as-needed basis.

**This is a Hybrid position which is designed to be in-person (at the SOM in Nutley) for a minimum of 3 days per week. This is subject to change.

Responsibilities

A day in the life of a Supervisor, Administrative Services at Hackensack Meridian Health includes:

• Works directly with the Vice Dean/Chair to support all aspects of their daily work routine and manage the daily complex operations of ORGS and Med Sciences.
• Maintains the Vice Dean/Chair's internal calendars, including scheduling and, at many times, attending meetings. Coordinates conference participation and travel (domestic and international) arrangements, exercising discretion in committing time and evaluating needs. Reconciles, and submits expense reports as appropriate.
• Prepares official reports. Assures compliance with policies and procedures. Assists with planning, coordinating, and evaluation of short- and long-term goals of ORGS.
• Serves as principal liaison and administrative contact between ORGS/Med Sciences and Hackensack Meridian Health, its Research Institute and various other academic/research offices and key external stakeholders.
• Coordinates SOM events specific to ORGS such as: various seminar series, departmental meetings, and research-related events. Assist the Student Affairs and Wellbeing Office with receptions for students and new faculty, SOM commencement, hooding, and white coat ceremonies, SOM Faculty Assembly meetings, and et cetera.
• Prepares meeting logistics, compiles and distributes agenda and materials. Attends meetings and transcribes minutes as requested. Creates presentations, spreadsheets, special reports, and agenda materials and other documents as needed.
• Greets visitors and escorts them to appropriate offices, meeting rooms, or other destinations as appropriate.
• Purchases lab materials/supplies and equipment on behalf of ORGS/Med Sciences.
• Discusses workload, timelines and deadlines. Identify any training needs, challenges, barriers, or obstacles. Problem-solves when required. Provides feedback and training on specific tasks as requested by the Vice Dean/Chair.
• Schedules student research meetings.
• Performs a wide variety of support duties including - printing, faxing, mailing, sending overnight packages, copying, filing, and e-mail messaging. Sorts and triages mail; maintains e-mail and other address directories.
• Composes and prepares letters relating to routine correspondence for the Vice Dean/Chair's signature. Communicates and handles incoming and outgoing electronic communications on behalf of the Vice Dean/Chair.
• Receives, screens, triages, answers questions and problem solves - specifically related to phone calls and visitors. Answers a variety of complex questions with tact and diplomacy - always attempting to reach an appropriate resolution if disagreements appear.
• Responsible for ensuring office operations run smoothly and efficiently.
• Manages inventories to ensure office supplies are always available to appropriate constituencies.
• Manages both paper and electronic files.
• Oversees all coordination and accreditation efforts for ORGS/Med Sciences Continuing Medical Education (CME) initiatives, including accurately tracking and reporting attendance and earned credits for attendees of the Investigator Training lecture series and the Global Health Seminar Series.
• Coordinates processes associated with Med Sciences faculty applications, appointments, reappointments, and ongoing performance evaluations.
• Provides administrative support to Med Sciences faculty - with responsibilities including purchasing from grants, arranging travel, scheduling meetings, and lesson preparation.
• Assisting in accreditation site visits, internal reviews, and other mandatory appraisals.
• Liaises between vendors and accounts payable.
• Coordinates travel, conference registration, and et cetera, for SOM recipients of Dean's Award Travel Funding support - working with EuroLloyd as appropriate.
• Manages logistical duties associated with CME activities including accurately tracking and reporting attendance and earned credits for attendees of the Investigator Training lecture series and the Global Health Seminar Series.
• Coordinates special projects as requested.
• Coordinates all ORGS and Medical Science department meetings, including obtaining conference rooms, provides audio-visual support, orders food (with related setup/breakdown).
• Organizes all aspects of the SOM's Bonita F. Stanton Visiting Professor Lectureship including coordinating the speaker's travel, creating and sending out invitations, submitting honorarium, and et cetera.
• Disseminates funds associated with the Research Pilot Project Grant Program by coordinating with the Hackensack Meridian Health Network Foundation Office and the program's identified grant recipients.
• Other duties and/or projects as assigned.
• Adheres to HMH Organizational competencies and standards of behavior.

Qualifications

Education, Knowledge, Skills and Abilities Required:

• Bachelor's degree.
• Minimum of 5 years relevant work experience as an executive assistant or equivalent.
• Significant experience providing executive-level support in a university/college or corporate setting.
• Ability to demonstrate exceptional skills in coordinating and working collaboratively with diverse groups to achieve complex objectives.
• Exceptional oral and written communication skills.
• Strong analytical and problem-solving skills.
• Must be extremely detail oriented in approaching assigned tasks.
• Ability to manage multiple projects involving various components and individuals.
• Set short- and long-term goals and manage/oversee these (projects) to completion.
• Must possess a demonstrated ability to manage a workload of diverse tasks.
• Must have the ability to organize and prioritize work flow.
• Strong computer and typing skills.
• Strong oral communication skills are required.
• Must be able to communicate with others in person, over the telephone, and in small and large meetings; may also be required to deliver presentations to large groups.
• Ability to work with minimal supervision and exercise independent judgment.
• High tolerance for working under stress of deadlines.
• Must possess well-developed senses of judgment and discretion to deal appropriately with confidential information.
• Ability to anticipate the Vice Dean/Chair's needs.
• Excellent written and verbal communication skills.
• Proficient computer skills that may include but are not limited to Microsoft Office and/or Google Suite platforms.

Education, Knowledge, Skills and Abilities Preferred:

• Master's degree.

If you feel that the above description speaks directly to your strengths and capabilities, then please apply today!   

Compensation
Starting at $70,668.00 Annually

HMH is committed to pay equity and transparency for our team members. The posted rate of pay in this job posting is a reasonable good faith estimate of the minimum base pay for this role at the time of posting in accordance with the New Jersey Pay Transparency Act and does not reflect the full value of our market-competitive total rewards package.

The starting rate of pay is provided for informational purposes only and is not a guarantee of a specific offer. Posted hourly rates may be stated as an annual salary in the offer and posted annual salaries may be stated as an hourly rate in the offer, depending on the level and nature of the job duties and credentials of the candidate. The base compensation determined at the time of the offer may be different than the posted rate of pay based on a number of non-discriminatory factors, including but not limited to:

• Labor Market Data: Compensation is benchmarked against market data to ensure competitiveness.
• Experience: Years of relevant work experience.
• Education and Certifications: Level of education attained, including specialized certifications, credentials, completed apprenticeship programs or advanced training.
• Skills: Demonstrated proficiency in relevant skills and competencies.
• Geographic Location: Cost of living and market rates for the specific location.
• Internal Equity: Compensation is determined in a manner consistent with compensation ranges for similar roles within the organization.
• Budget and Grant Funding: Departmental budgets and any grant funding associated with the job position may impact the pay that can be offered.

Some jobs may also be eligible for performance-based incentives, bonuses, or commissions not reflected in the starting rate. Certain positions may also be eligible for shift differentials for work performed on evening, night, or weekend shifts.

In addition to our compensation for full-time and part-time (20+ hours/week) job positions, HMH offers a comprehensive benefits package, including health, dental, vision, paid leave, tuition reimbursement, and retirement benefits.

HACKENSACK MERIDIAN HEALTH (HMH) IS AN EQUAL OPPORTUNITY EMPLOYER

All qualified applicants will receive consideration for employment without regard to age, race, color, creed, religion, sex, sexual orientation, gender identity or expression, pregnancy, breastfeeding, genetic information, refusal to submit to a genetic test or make available to an employer the results of a genetic test, atypical hereditary cellular or blood trait, national origin, nationality, ancestry, disability, marital status, liability for military service, or status as a protected veteran.

Our Network

Hackensack Meridian Health (HMH) is a Mandatory Influenza Vaccination Facility

As a courtesy to assist you in your job search, we would like to send your resume to other areas of our Hackensack Meridian Health network who may have current openings that fit your skills and experience.