Work Assistant ( Administrative Support Specialist-Part-Time

Job Overview

The Rutgers Institute for Translational Medicine and Science (RITMS), established in January 2016 under the leadership of Dr. Reynold Panettieri, Vice Chancellor for Clinical and Translational Science, serves as a critical center for advancing biomedical discovery. RITMS bridges the divide between laboratory research and clinical care, accelerating the development of safer, more effective therapies. With state‑of‑the‑art facilities, robust educational programs, and pioneering initiatives, the Institute is dedicated to transforming scientific knowledge into meaningful medical advances.

The hallmark of RITMS is its leadership in pulmonary and inflammatory disease research, with major programs addressing asthma, chronic obstructive pulmonary disease (COPD), interstitial lung disease (ILD), sarcoidosis, and HIV. These programs leverage world‑class expertise to uncover disease mechanisms, identify therapeutic targets, and translate findings into innovative treatments that directly impact patients’ lives. By advancing proof‑of‑concept studies from cellular and animal models through human trials, RITMS ensures that promising discoveries are rapidly translated into clinical applications that improve outcomes for all patient populations.

Its interdisciplinary environment promotes collaboration across departments including Medicine, Pediatrics, Radiology, Surgery, Pharmacology, and Emergency Medicine, positioning the Institute as a national leader in driving innovation and preparing the next generation of clinician‑scientists.

Rutgers, The State University of New Jersey is seeking a Work Assistant (Administrative Assistant Part‑Time) within the Rutgers Institute for Translational Medicine and Science (RITMS) of Rutgers Health. Under direction, the Work Assistant provides administrative support to the Vice‑Chancellor and Institute’s faculty including assisting in manuscript and grant preparation, creating/editing/proofing documents, presentations, and spreadsheets, such as biosketches or other support.

• Provide administrative support to the Vice‑Chancellor and Institute’s faculty including assisting in manuscript and grant preparation, creating/editing/proofing documents, presentations, and spreadsheets, such as biosketches or other support.
• Assist with administration of all Institute programs, and/or special projects, this may include data entry, data collection and analysis, database management, and generation of documents, figures, tables, or spreadsheets.
• Schedule and coordinate meetings and conference calls; including preparing and sending out agendas, taking minutes, and coordinating conference rooms reservations or conference call login information.
• Coordinate and maintain the Vice‑Chancellor’s calendar. Exercising discretion and informed judgment to protect the Vice‑Chancellor’s time.
• Preparing and drafting correspondence for the Vice‑Chancellor’s signature.
• Maintain confidential records and correspondence.
• Order supplies, create purchase orders to pay invoices, and process travel reimbursements in accordance with the University policies and regulations.
• Coordinate invited speakers visits; including scheduling seminar date and location, organization of travel arrangements, transportation, and hotel accommodations.
• Assist with Institute’s web site management including adding content, posting social media updates, and generating regular progress reports.

Minimum Education and Experience

• Bachelor’s degree plus one (1) year of professional level experience in a business office, government agency, or university setting is required but an equivalent combination of education and administrative experience will be considered.
• Equivalent experience, education, and/or training may be substituted for the education requirements.

Required Knowledge, Skills, and Abilities

• Proficiency in working with Microsoft applications, such as Outlook, Word, PowerPoint, and Excel. Ability to work independently and meet required deadlines.
• Flexibility with work schedule. Ability to work non‑traditional hours or additional hours as needed.
• Excellent…