New

Staff Assistant

Rutgers University

United States, New Jersey, Newark

Sep 05, 2025

Position Details

Position Information

Recruitment/Posting Title	Staff Assistant
Job Category	Staff & Executive - Administrative & Support - General
Department	RSDM-Orthodontics
Overview	New Jersey's academic health center, Rutgers Biomedical and Health Sciences ( RBHS) takes an integrated approach to educating students, providing clinical care, and conducting research, all with the goal of improving human health. Aligned with Rutgers University-New Brunswick and collaborating university wide, RBHS includes eight schools, a behavioral health network, and five centers and institutes that focus on cancer treatment and research, neuroscience, advanced biotechnology and medicine, environmental and occupational health, and health care policy and aging research. Our faculty are teachers, clinicians, and scientists with unparalleled experience who advance medical innovation and provide patient care informed by the latest research findings. We offer an outstanding education in medicine, dentistry, pharmacy, public health, nursing, biomedical research, and the full spectrum of allied health careers. Our clinical and academic facilities are located throughout the state-at Rutgers University-New Brunswick, including Piscataway; and at locations in Newark, Scotch Plains, Somerset, Stratford, and other locations. Clinical partners include Robert Wood Johnson University Hospital in New Brunswick, Newark's University Hospital in Newark, and other affiliates. Through this community of healers, scientists, and scholars, Rutgers is equipped as never before to transform lives.
Posting Summary	Rutgers, The State University of New Jersey is seeking a Staff Assistant within the Rutgers School of Dental Medicine, Orthodontics Department. The primary purpose of the Staff Assistant is to provide data collection in support of clinical / business operations and to help identify compliance vulnerability. In conjunction with the department's Financial Coordinator, the incumbent will help support patient counseling of financial obligations/requirements. Among the key duties of this position are the following: Supports the Senior Management Assistant with all aspects of clinical and administrative operations. Serves as a point of contact in absence of the Financial Coordinator and/or the Reception Area Staff and assist with patient inquiries. Generates and reviews daily department compliance reports and follow through with corrective action. Provides recommendations to minimize compliance risk. Supports administration team with data and image storage to meet compliance demands, including managing storage and HIPAA-compliant destruction of patient models. Generates and reviews appointment no-show, recall and inactive reports and contact patients to schedule the next appointment or recommend dismissal. Compiles Patient Master List to track patient aging (time in treatment). Coordinates departmental chart audit review to ensure compliance. Ensure notes are entered, and coordinate with Postgraduate Residents to ensure that treatment notes are entered into and approved. Supports the patient screening session by providing financial counseling (requirements and obligations).
FLSA	Exempt
Grade	17S
Salary Details
Minimum Salary	49883.000
Mid Range Salary	59362.000
Maximum Salary	69920.000
Offer Information
Benefits
Position Status	Full Time
Working Hours (per week)
Standard Hours	37.50
Daily Work Shift
Work Arrangement	This position requires a fully on-site work arrangement.
Union Description	HPAE 5094
Payroll Designation	PeopleSoft
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	Associates degree in health, science or business discipline and two (2) years of progressive clerical and/or front desk experience, preferably in a clinical or university setting.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Must be computer literate with proficiency and working knowledge of database and reporting tools. Microsoft Word, Excel, Access, PowerPoint and Adobe skills are required. Strong communication and interpersonal skills and the ability to develop and foster a cohesive, team-oriented culture within the Department. Demonstrated outstanding human relations and the ability to function in a team environment are required. Capability of handling confidential and sensitive material and interactions. Excellent organizational skills, the ability to work independently with a high level of accuracy, manage multiple priorities simultaneously, and exercise discretion in obtaining and providing factual and confidential information. Excellent interpersonal and communication skills (both written and verbal) are essential, with the ability to interact effectively with all levels of the University. Knowledge of dental terminology.
Preferred Qualifications	Bilingual (Spanish/Portuguese) preferred but not necessary.
Equipment Utilized
Physical Demands and Work Environment	PHYSICAL DEMANDS: Sitting, standing, walking, reaching, talking and hearing. No special vision requirements. Ability to lift 10 lbs. WORK ENVIRONMENT: Office and clinic setting.
Special Conditions

Posting Details

Posting Number	25ST1913
Posting Open Date
Special Instructions to Applicants
Regional Campus	Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus	Newark (RBHS)
City	Newark
State	NJ
Location Details

Pre-employment Screenings

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

Immunization Requirements

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 candidate's offer of employment or disciplinary action up to and including termination.

Affirmative Action/Equal Employment Opportunity Statement

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement