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Rutgers The State University Administrative Assistant in New Brunswick, New Jersey

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant
Job Category Staff & Executive - Administrative & Support
Department SC&I - Dean's Office
Overview
Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey's preeminent, comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey, Rutgers University is committed not only to the students and the State that we serve, but also to the faculty and staff who work on our campuses. For two consecutive years, Rutgers is ranked on Forbes' list of America's Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publication's 2023 list. Rutgers' commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation's military veterans, and ensuring accessibility and accommodation for individuals with disabilities.
Posting Summary
Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the the School of Communication and Information (SC&I). Under the supervision of the Senior Administrative Assistant Supervisor, this position provides confidential and essential administrative support to faculty in their teaching, research, and administrative functions.Among the key duties of this position are the following:
  • Serves as primary preparer for all purchasing (requisitions, check requests, etc.) and expense reimbursement for all school faculty.
  • Provides guidance to faculty on procedures and rules.
  • Ensures that Rutgers' purchasing system is used whenever possible to pay a vendor.
  • Prepares travel advances, travel orders, lost receipt forms, expense justifications and exceptions, and per diem forms as needed.
  • Assists faculty members, lecturers, and TAs in preparation of syllabi, book orders, conference arrangements, and other administrative needs.
  • Creates, prepares, and distributes information on rosters, schedules, grading, and other items; advises all faculty and instructors on policies and procedures.
  • Notifies and reminds faculty of deadlines so that tasks are completed in a timely manner.
  • Assists in the administration of personnel actions for all hires/reappointments/terminations/ad hoc salary changes, etc., for full-time faculty, part-time faculty, student workers, and salaried project positions at SC&I, including processing forms and data entry in the HCM system.
  • Assists faculty, lecturers, and graduate students with event logistics, including scheduling and setting up rooms, ordering catering and supplies, sending out announcements, and other logistics.
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, 2024. 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 .
FLSA Nonexempt
Grade 03
Position Salary
Annual Minimum Salary 48372.000
Annual Mid Range Salary 60147.000
Annual Maximum Salary 71921.000
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 .
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to
Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP
Qualifications

Minimum Education and Experience
  • 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. and/or report writing.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
  • Excellent organizational, written and oral communication skills, and computer proficiency.
Preferred Qualifications
  • Two years of experience in administration, accounting, management, grants and contract administration, or related areas.
  • Experience in a university setting.
Equipment Utilized
  • Desktop and laptop computers.
  • Typical office software, including word processing, database, and spreadsheet applications.
  • Rutgers specific systems including but not limited to: Cornerstone, SCI Quest, HCM.
  • Web applications, including school-specific, university-wide, and public systems.
  • Expected to use and be familiar with copier machines, fax, and other office equipment.
Physical Demands and Work Environment
  • Must be able to lift items up to 15 lbs.
  • Must be able to participate in room set up for events including moving tables and chairs.
Special Conditions
Posting Details

Posting Number 23ST3387
Posting Open Date 12/27/2023
Special Instructions to Applicants
Regional Campus Rutgers University-New Brunswick
Home Location Campus Off Campus
City New Brunswick
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 , 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 , 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, p regnancy, 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:

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, p regnancy, 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

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