New

Program Support Specialist

Rutgers University

life insurance, employee discount

United States, New Jersey, New Brunswick

Feb 06, 2026

Position Details

Position Information

Recruitment/Posting Title	Program Support Specialist
Job Category	Staff & Executive - Administrative & Support
Department	Enterprise Application Service
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 Program Support Specialist for the Office of Information Technology. Reporting to the Business Manager, this role providesExecutive assistance to AVP, Directors, and other staff including presentation materials, meetings, scheduling, and other administrative functions, as needed. Will be heavily relied upon by the AVP, Directors, and other staff to ensure the smooth facilitation of the department. Among the key duties of this position are the following: Oversees daily operations across multiple offices and ensures efficient coordination of administrative, financial, and facilities functions. Coordinates the submission of grant and contract proposals to federal, and other sponsors with grant pre-award administration, including entering funding proposals in RAPSS and funder systems such as grants.gov and others, document collection from named personnel, attending applicable RAIN meetings and other sponsored project-related professional development webinars and opportunities. Assists with the development of internal policies and procedures regarding grant and contract proposals and applications. Consults and advises with members of the Project on content, timing, and documentation necessary for proposals to be submitted to funding sources. Ensures accuracy and timeliness of all grant-related materials and applications meet proposal and closeout timelines. Handles calendar management and scheduling meetings on behalf of the department, leading event planning including invitations, room reservations, setting up/tearing down equipment, catering, agendas, taking meeting minutes when requested, logistics, and all tasks involved in department meetings and team building events. Greets visitors to the department and provide assistance as needed. Screens calls and provides information in accordance with organizational policy. Receives and appropriately handles incoming correspondence from OARC computer users, faculty, staff, external parties, and responds to inquiries. Responsible for timely follow-up of problems and questions. Completes onboarding, tracking, and submitting payroll, hours, and logistics for student workers, with limited oversight from Senior Program Coordinator. Improves team efficiencies and automations through Smartsheet and other applications, designing and implementing annual workflows to forms including absence reporting, travel requests, and procurement intake forms, computer inventory, key management, and others as developed. Maintains and organizes department reference policy and procedure guides, data entry for spreadsheets including computer inventory and phone billing. Acts as expense management delegate for AVP. Accurately enter all travel expenses for the AVP into the Rutgers Expense Management system in a timely fashion. May assist other team members with their expense reports when they have questions. Handles travel coordination and facilitation for internal and external parties in times of OARC-sponsored events. Assists with travel and conference arrangements. This may include catering, space/room reservations, communications with attendees, speakers, and others, day-of logistics and coordination, and other duties. Assists with human resources functions including new hire online templates, I-9 verification, time sheet management/tracking for student staff and others as needed, onboarding of new staff and students, acting as the main point of contact and answering questions to newly appointed staff. Orders, tracks, maintains responsibility of departmental supply of guest parking passes for all OARC campus locations. Handles facilities issues and be the primary initial contact for both our Piscataway and Newark offices submitting tickets as required and following up to ensure tickets are completed and closed. Serves as principal liaison to the Faculty Advisory Committee, an internal advisory board made up of high-level directors, VPs, and faculty from all parts of the University, and other OARC stakeholders on behalf of the AVP when requested. Steps in as back up to Business Specialist with Procurement duties including PO preparation, invoice handling, and other duties as needed. Understands and adheres to Rutgers compliance standards as they appear in Rutgers' Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy. Keeps abreast of all pertinent federal, state and Rutgers' regulations, laws and policies as they presently exist and as they change or are modified. Performs other related duties as assigned.
FLSA	Exempt
Grade	22S
Salary Details
Minimum Salary	61512.000
Mid Range Salary	73603.000
Maximum Salary	87239.000
Offer Information	The final salary offer may be determined by several factors, including, but not limited to, the candidate's qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university's broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent.
Benefits	Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include: Medical, prescription drug, and dental coverage Paid vacation, holidays, and various leave programs Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options Employee and dependent educational benefits (when applicable) Life insurance coverage Employee discount programs
Position Status	Full Time
Working Hours	1.0 FTE
Standard Hours	37.50
Daily Work Shift	Day
Work Arrangement	Consistent with the current application of Rutgers Policy 60.3.22 or the applicable provisions of relevant collective negotiations agreements, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, are subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System.
Union Description	HPAE 5094
Payroll Designation	PeopleSoft
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	Bachelor's degree in a related field, plus two (2) years of relevant work experience in an administrative function, excellent communication and interpersonal skills. Equivalent experience, education and/or training may be substituted for the education requirements.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	The ability to work 2-3 days/week in Piscataway. Proficiency in MS Windows suite of programs including Word, PowerPoint, Excel and Outlook. The incumbent should be self-reliant, an independent worker and thinker, and exercise sound professional judgment in addition to having the ability to work with a variety of University offices and personalities. Must manage multiple priorities simultaneously and adhere to deadlines. We are looking for a candidate who has a friendly, collegial, flexible, and professional demeanor, with a focus on customer satisfaction and problem resolution. Must be able to manage their time and balance the demands of two offices, finding the appropriate balance and maintaining flexibility. We are searching for a professional with a high-level of accountability and the ability to work with autonomy, prioritizing and managing multiple projects at any given time. This role will be very visible to high levels of the University administration and therefore must be an excellent representative of the quality of OARC's work and importance to the University.
Preferred Qualifications	An individual who takes pride in their excellent organizational skills, with particular attention to detail and accuracy.
Equipment Utilized
Physical Demands and Work Environment	Standing, sitting, walking, talking or hearing. No special vision requirements. Office environment. Moderate Noise. We work in an office environment with moderate noise and frequent interruptions. We are searching for someone who has the ability to quickly re-establish focus on multiple tasks at hand on a continual basis.
Special Conditions

Posting Details

Posting Number	26ST0228
Posting Open Date	02/05/2026
Special Instructions to Applicants
Regional Campus	Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus	Busch (RU-New Brunswick)
City	Piscataway
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.

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 encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement