About the Role
The primary purpose of the Program Support Specialist Confidential is to coordinate and provide administrative support for the day-to-day activities of the Medical Staff Affairs and Education Office as it relates to the residents, fellows, students, interns, and shadowing practitioners that rotate through or observe at University Hospital. This position serves as the liaison between University Hospital and the Rutgers NJMS Graduate Medical Education Office, the NJMS Office of Student Affairs, the Careers in Medicine Program, the Chief of Service offices, the training program Directors, and house staff and faculty. Under the direction of the Director, this position collects, monitors, tracks, prepares, verifies and maintains files for residents, students, externs, interns, and shadowing practitioners, including administering guest account, HealthStream, clearance, ID badge, and offboarding processes for incoming and outgoing rotators, and application review and clearance for shadowing practitioners through to Chief Medical Officer approval.
ResponsibilitiesWhat You’ll Do
- Provide administrative and operational support for the daily functions of the Medical Staff Affairs and Education Office.
- Coordinate activities related to residents, fellows, medical students, interns, externs, and shadowing practitioners rotating through or observing at University Hospital.
- Serve as the primary liaison between University Hospital and key partners, including:
- Rutgers NJMS Graduate Medical Education Office
- NJMS Office of Student Affairs
- Careers in Medicine Program
- Chief of Service offices
- Training Program Directors
- House staff and faculty
- Collect, track, monitor, verify, and maintain records and documentation for residents, students, interns, externs, and shadowing practitioners.
- Manage onboarding and offboarding processes for incoming and outgoing rotators, including:
- Guest account setup and deactivation
- HealthStream assignments and tracking
- Clearance processing
- ID badge coordination
- Review applications and coordinate clearance requirements for shadowing practitioners.
- Facilitate the approval process for shadowing practitioners through final review and authorization by the Chief Medical Officer.
- Ensure compliance with institutional requirements and maintain accurate, confidential records under the direction of the Director.
Qualifications
What You’ll Bring
- Bachelor’s degree in Business Administration or a related field required, plus two (2) years of progressively responsible administrative experience.
- House Staff or Medical Staff Office experience preferred.
- Proficiency in Microsoft Access, Excel, Word, and Outlook preferred.
- Excellent interpersonal and communication skills required.
- Demonstrated ability to plan, organize, and manage projects effectively.
- Previous related experience is a plus.
- Additional related experience may be substituted for the degree on a year-for-year basis.
What We Offer
- Medical & Prescription Drug Coverage
- Dental & Vision Insurance
- Health Savings Account (HSA) & Flexible Spending Account (FSA)
- Short- & Long-Term Disability Insurance
- Pension Plan
- Pet Insurance
- Employee Assistance Program (EAP)
- Professional Development
Compensation
In compliance with New Jersey’s Pay Transparency Act, the salary range for this position is YS/22S:$63,239 - $81,487- $94,738 per year per year. University Hospital considers multiple factors when determining compensation, including (but not limited to) the scope and responsibilities of the position, the candidate’s relevant work experience, education and training, key skills, internal equity, market data, and organizational needs. The expected salary range for this position is in accordance with the New Jersey Pay Transparency Law; final compensation will be commensurate with experience and qualifications.
About Us
University Hospital is one of the nation’s leading academic medical centers. As the principal teaching affiliate of Rutgers New Jersey Medical School and the only state-certified Level 1 Trauma Center in Northern New Jersey, University Hospital is training the next generation of physicians and advancing science to discovery while taking exceptional care of patients, regardless of their financial situation.
Apply Today
We encourage candidates from all backgrounds to apply. If you want to grow your career in healthcare while serving a vibrant community, we’d love to meet you.
Skills Required
- Bachelor’s degree in Business Administration or a related field
- Two years of progressively responsible administrative experience
- Excellent interpersonal and communication skills
- Ability to plan, organize, and manage projects effectively
- Proficiency in Microsoft Access, Excel, Word, and Outlook
- House Staff or Medical Staff Office experience
- Additional related experience may substitute for the degree on a year-for-year basis
What We Do
University Hospital is New Jersey’s public academic health center and an independent, not-for-profit medical center in Newark. It provides exceptional patient care and advanced medical services, including emergency medicine, trauma care and specialized treatment. The hospital also serves as the principal teaching hospital of Rutgers Biomedical and Health Sciences, combining clinical care with research, education and community-focused emergency medical services.
