Administrative Assistant Jobs

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Position Details

Position Information

Recruitment/Posting Title Administrative Assistant

Job Category Staff & Executive - Administrative & Support

Department SASN -Earth & Environmental Sci

Overview

The School of Arts and Sciences-Newark ( SASN ) is a place where exploration, discovery, and imagination come together to form the core of a liberal arts education. We serve all undergraduates at Rutgers University-Newark (RU-N); and offer a broad selection of more than 2,000 undergraduate and graduate courses a year in more than 40 subjects. SASN combines the best of a large research university with a small liberal arts college. RU-N is a remarkably diverse, urban, public research university that is not just in Newark but of Newark-an anchor of our home city. RU-N is located in a transportation hub with easy access to New York City, Philadelphia, and Washington, D.C. New Jersey offers vibrant and varied cultural activities, excellent schools, and opportunities to live in culturally diverse urban, suburban, or small-town settings within a short distance of campus. RU-N is consistently ranked one of the most diverse universities in the country by US News & World Report and is located minutes from New York City. For more information about RU-N: newark.rutgers.edu.

Posting Summary

Rutgers University-Newark, an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise, is seeking an Administrative Assistant. Reporting to the Department Administrator Supervisor, this position is a member of the Department of Earth and Environmental Sciences’ team. The Administrative Assistant provides administrative support to the Department by embracing the challenges of achieving department goals and supporting team efforts to grow together in all of its programs, including to the Department’s faculty, staff, and students.

This position is responsible for and not limited to the following:

• Must be able to maintain professional demeanor and multitask in a fast-paced, stakeholder focused, confidential, team environment and complete work consistent with a basic understanding of the mission, vision, role, and goals of the Department, the School of Arts and Sciences-Newark ( SASN ), RU-N and the tasks and responsibilities of the position in the achievement of these goals
• Performs professional work requiring knowledge of general administrative/office management practices as well as specific knowledge of University policies and procedures
• Works under direct supervision, with specific instructions on routine or semi-routine work and within established work parameters
• Serves as the first-level contact with the University community; interacts extensively with the student population; and must provide timely and accurate information on the policies and procedures of the Department, SASN , Rutgers University-Newark (RU-N), and the Rutgers system
• Work is usually reviewed upon completion
• Manages day-to-day administrative operations of Department’s front office
• Acts as first point-of contact for the Department, ensuring efficient and effective operations through a wide range of administrative responsibilities
• Assists Department Chair, undergraduate coordinator, graduate coordinator, department staff, and others with coordination and administration of academic programs and student support; manages general inquiries; maintains databases, websites, and social media; arranges and coordinates events and meetings; prepares and processes payroll appointments and transactions; prepares project cost adjustments and business expense reimbursements; among other duties

Position Status Full Time

Hours Per Week

Daily Work Shift Day

Work Arrangement

Consistent with the current application of Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement.

The flexible work arrangements outlined in Rutgers Policy 60.3.22 are part of a pilot program that is effective September 1, 2022, through August 31, 2023. Therefore, there is no guarantee that this flexible work arrangement will continue beyond that date. Flexible work arrangements are not permanent, are subject to change or cancellation and contingent on the employee receiving approval in the FlexWork@RU Application System. Additional information may be found at https://futureofwork.rutgers.eduFlexWork@RU Application System. Additional information may be found at https://futureofwork.rutgers.edu

FLSA Nonexempt

Grade 03

Position Salary

Annual Minimum Salary 44831.000

Annual Mid Range Salary 55743.000

Annual Maximum Salary 66655.000

Standard Hours 37.50

Union Description URA-AFT Administrative

Payroll Designation PeopleSoft

Benefits

Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview.

Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.

Seniority Unit

Terms of Appointment Staff - 12 month

Position Pension Eligibility ABP

Qualifications

Minimum Education and Experience

• Requires a bachelor’s degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping, data collection and report writing

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Ability to handle and prioritize multiple tasks, and to interact successfully with a wide range of individuals at all levels of the University community
• Requires excellent oral and written communication skills, the ability to handle and prioritize multiple tasks, and to interact successfully with a wide range of individuals at all levels of the University community
• Must be able to work in a fast-paced, deadline-driven, customer-service focused, team environment in a large, complex academic department

Preferred Qualifications

Equipment Utilized

• Position regularly uses MS Office Suite, Cornerstone, SASN appointments system, ROCS , HCM , SSC , RAPSS , ECRT , Course Scheduling System, Degree Navigator, E-Verify, Grad Portal, Blackboard, Course Analysis System, Sakai, Canvas, and knows or will learn any and all systems RU uses for expense reimbursement, absence reporting, time keeping, personnel appointments, parking, telephones, payroll, grant submission, recruitment, student support, course scheduling, facilities and space scheduling and management, event management, website and social media maintenance and updates, and all equipment, software, and specialized materials needed to support the effective and efficient performance of this position

Physical Demands and Work Environment

• Fast-paced, deadline-driven, stakeholder focused, confidential, team environment in a large, complex academic department. Must be able to work occasional evenings and weekends

Special Conditions

Posting Details

Posting Number 23ST1526

Posting Open Date 06/05/2023

Special Instructions to Applicants

Regional Campus Rutgers University-Newark

Home Location Campus Rutgers University-Newark

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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees (https://policies.rutgers.edu/60-1-35-currentpdf) , Rutgers University requires all prospective employees to provide proof that they are vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. Under Policy 100.3.1 Immunization Policy for Covered Individuals (https://policies.rutgers.edu/sites/default/files/100-3-1-current.pdf) , 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

Supplemental Questions