Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant
Job Category	Staff & Executive - Administrative & Support
Department	Engn - Mech & Aerospace Engn
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. Ranked in 2022 by Forbes as a top 100 best large employer in America, 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 Department of Mechanical and Aerospace Engineering. This position serves as the liaison first-level contact with the university community. Among the key duties of this position are the following: Provide timely and accurate information on the policies and procedures of the Department. Works under direct supervision with routine and semi-routine tasks. Performs professional work requiring knowledge of general administrative/office management practices as well as specific knowledge of University policies and procedures. Maintain a professional demeanor and multitask in a fast-paced, confidential environment. Serve as backup for all aspects of payroll related tasks. Will handle and process International Visiting Scholars and Students Visa paperwork.
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.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.
COVID-19 Immunization Requirement	Under Policy 60.1.35 , Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Prospective employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster within two weeks (14 calendar days) of eligibility . Based on current guidance, individuals are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of any COVID-19 vaccine authorized or approved for use in the United States by the United States Food and Drug Administration (FDA) and recommended by the Advisory Committee on Immunization Practices (ACIP) of the Centers for Disease Control and Prevention (CDC). Eligibility for a booster against COVID-19 varies and is explained on the University’s web site located at https://coronavirus.rutgers.edu/covid-19-vaccine . Failure to provide proof of primary vaccination and booster will result in rescission of a prospective employee’s offer of employment and/or disciplinary action up to and including termination.
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 equivalent combination of education and/or experience.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Strong communication and writing skills, computer literacy, including proficiency in all Microsoft Office applications (Word, Excel, PowerPoint) and exceptional interpersonal skills with an ability to consistently maintain good work relationships and smooth team situations Strong project management skills with prioritization skills to manage multiple tasks. Excellent professionalism. Familiar with SciQuest/ Marketplace, and Payroll/ HCM, Employee Charging Instructions. Familiar with process of International Visiting Scholars and Students Visa paperwork.
Preferred Qualifications	Prefers two (2) years of administrative / secretarial experience.
Equipment Utilized
Physical Demands and Work Environment
Special Conditions	Desire travel  two 3 day trips per year, one in summer for directors meeting. This is grant funded position contingent on availability of funds.

Posting Details

Posting Number	22ST3242
Posting Open Date	10/05/2022
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
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.

Infection Control and Safety

This position is subject to all Rutgers University policies, including TB surveillance and other infection control and safety policies. Please review the Tuberculosis Surveillance Policy for additional information.

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