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Administrative Assistant Jobs

Company

Rutgers University
Address , Newark, 07102
Employment type FULL_TIME
Salary
Expires 2023-09-14
Posted at 8 months ago
Job Description

Position Details

Position Information

Recruitment/Posting Title
Administrative Assistant

Job Category
URA-AFT Administrative

Department
RBS I.D.E.A.

Overview
Rutgers Business School – New Brunswick (RBS). RBS is the second largest school at Rutgers University encompassing the undergraduate and graduate business programs offered on the Newark and Piscataway campuses and on multiple off-site (including international) locations. RBS is recognized as one of the top three public business schools among Big Ten ( BTAA) business schools and is the highest-ranked public business school in the Northeast United States. Continually growing, the school currently has 2 undergraduate programs, 19 graduate and doctoral programs, 6 academic departments, 20 research centers, an Executive Education program, and an evolving online degree program. There are currently almost 200 full-time staff, 225 full-time faculty, 400 Part-Time Lecturers and hundreds of student workers.

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 directly to the Assistant Dean and providing administrative support to this role and the RBS Inclusion, Diversity, Equity, and Access (IDEA) Office with an understanding of the mission, vision, and goals of RBS and the IDEA Office. The Administrative Assistant will support the organization, coordination, and implementation of RBS IDEA programs, initiatives, and projects that fall under the RBS IDEA Office.
This position is responsible for and not limited to the following
  • Assists with the management of the office website and when necessary updates electronic program application materials and webpages to ensure the most up-to-date information is being distributed
  • Manages other duties as assigned throughout the year demonstrating the capability to synthesize new information and use it to create positive change
  • Coordinates in-person and virtual meetings, assists with the upkeep of department website, office purchases, and reconciliation of accounts
  • Ensures that financial regulations are followed when processing payments to speakers, businesses, and other service providers, as well as reimbursements to students, faculty, or staff
  • Assists with management of social media and technology platforms for the office by providing frequent updates on events, programs and other resources
  • Processes all financial transactions for programs implemented by the RBS IDEA Office
  • Processes various administrative documents and data
  • Works occasional evening and weekend hours
  • Assists office staff with publicity design publication, and distribution on campus and through social media and email
  • Performs professional work that requires knowledge of general administrative/office management practices and the basic application and use of concepts, theories, and terminology of unit administration
  • Assures discreet handling of all business
  • Designs and produces creative, high-quality documents and publicity for internal and external audiences, including annual reports, financial statements, bulletin boards, posters, brochures, and mailings
  • Provides administrative support to unit management by assisting with the coordination and administration of programs, projects, and/or processes and with the preparation and control of records, statistics, reports and documents
  • Creates routine informational materials
  • Screens visitors to assess needs, and then provides information about resources or, if necessary, referral to appropriate staff
  • Coordinates set up and breakdown all unit events that take place on campus, including aspects such as signage, catering, seating, management of technology, registration management, room reservations, tabling at events, and greeting visitor
  • Travels to off campus events in the NY/NJ metro area and amongst campuses
  • Serves as the initial department contact (in person, on the phone, and by email) for a range of students, prospective students, parents, alumni, faculty, staff, and visitors from the community
  • Updates databases/spreadsheets, responds to routine phone and email requests for information, maintains listservs an archive lists, and shared drive documents
  • Completes other work consistent with a deep understanding of the mission, vision, and goals of the RBS IDEA Office
  • Schedules appointments, arranges and coordinates logistics for events and meetings. Create a welcoming, inclusive environment in the RBS IDEA Office
  • Maintains financial records and generates detailed financial reports for a wide range of institutional, endowment, grant, and scholarship budgets managed by the department

Position Status
Full Time

Hours Per Week

Daily Work Shift

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.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 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
  • 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
  • A firm understanding of academic support services is required
  • Experience in higher education is also required
  • Requires the ability to work cooperatively with others, manage multiple priorities and adhere to strict time constraints and deadlines
  • Knowledge of major academic and diversity issues with a demonstrated, clear understanding of the importance of a diverse and inclusive environment in a higher education setting
  • Knowledge of EEO practices in a higher education
  • Demonstrated ability to manage budgets and provide financial analysis in an academic setting
  • Knowledge of, or demonstrated capability to learn, Microsoft Office and Adobe Acrobat software, Rutgers customized software, including Qualtrics, Marketplace, HCM, and ROCS
  • Demonstrated capability to act independently in administration of office functions and to supervise federal work-study students
  • Should have an understanding of and experience working with issues related to underrepresented minority groups, underserved K-12 school districts, and services.
  • Must be self-motivated, detailed-oriented, and able to interact effectively with diverse populations including students, high-level administrators, and business professionals

Preferred Qualifications
  • A high degree of diplomacy, personal integrity, ethics and sound judgment
  • Demonstrated ability to think and act strategically
  • An objective thinker who handles confidential information in an impartial manner
  • Understanding of and experience with issues related to, working with underrepresented minority groups, underserved school districts, first-generation student needs, multicultural programs and services
  • Ability to work independently while functioning as part of a team
  • 3 to 5 years of relevant experience preferably in higher education
  • Strong knowledge of and commitment to advancing diversity and inclusion
  • Familiarity with recruitment systems and the ability to stay current on diversity programs offered by the University and other professional organizations
  • Extensive experience coordinating major programs and events, preferably in a higher education setting: event management, operations management, and student leadership expertise preferred
  • Demonstrate initiative and creative ability to build contacts/networks among internal and external constituencies
  • Ability to work effectively with faculty staff and administrators

Equipment Utilized
  • Microsoft Office and Adobe Acrobat software
  • Use of a laptop computer and printer
  • Advanced use of survey tools such as Qualtrics and Google Forms
  • Rutgers customized software, including Qualtrics, Marketplace, HCM, and ROCS

Physical Demands and Work Environment
  • Some evening and weekend hours are required
  • Must be able to lift 50lbs or less
  • Manages sensitive personal information with discretion and good judgment
  • Requires travel between campuses for university business
  • Requires the ability to perform in a dynamic fast-paced environment and communicate effectively with multiple constituencies, tactfully, and diplomatically

Special Conditions

Posting Details

Posting Number
23ST1653

Posting Open Date
06/20/2023

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, 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, 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.