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Administrative Assistant

Job Description


Position Details


Position Information


Recruitment/Posting Title Administrative Assistant
Job Category Staff & Executive - Administrative & Support
Department RBS-Management & Global Bus
Overview
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 for the Department of Management & Global Business on the New Brunswick Campus within our Rutgers Business School . Reporting to the Chair of the Department, this position provides administrative and clerical support to the Chair, other full-time and part-time faculty members, students and visitors.
This position is responsible for and not limited to the following:
  • Performs duties such as arranging and coordinating logistics for meetings, seminars and conferences; making travel arrangements
  • Assists faculty in teaching research and service responsibilities
  • Maintaining inventory of departmental supplies and ordering supplies as needed;
  • Tracking the Departmental and individual faculty budgets
  • Processing payroll for Class 4 employees and students workers
  • Helping faculty with expense reimbursements; performing fiscal support duties related to vendor invoices
  • Managing and establishing schedules for student workers that do not conflict with their class schedule
  • Initiating positions in ROCS
  • Serves as a liaison within and outside the unit and responds to inquiries
  • Completes other work consistent with a basic understanding of the mission, vision, role and goals of the administrative unit
  • Works with limited supervision, needs to prioritize tasks within established work parameters of the unit and multitask under time constraints
  • 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
  • Collaborates with other departments administrative staff such as the MGB administrative coordinator in Newark and with RBS senior administration and their staffs
  • While each MGB administrative assistant has assigned roles, all administrative assistants are expected to work together to complete departmental tasks as required, consistent with their capabilities and responsibilities
  • Travel among regional campuses is occasionally required. Occasional long hours may be required during high-volume periods
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 a bachelor’s degree in a related field or 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
  • Must possess excellent interpersonal skills, tact, and diplomacy and to maintain a pleasant work environment
  • Must be able to communicate effectively with faculty, staff, students, and outsiders
  • Must have effective client service skills
  • Must be able to work independently, take initiative, and to multi-task under pressure
  • Must have an acute attention to detail
  • Data entry/word-processing/typing skills, working knowledge of spreadsheets and email required
Preferred Qualifications
Knowledge of Cornerstone, Blackboard, and the University’s policies and procedures is preferred. Advanced knowledge of Microsoft Office, especially with Word and Excel a plus.
Equipment Utilized
Knowledge of or the ability to learn course platforms like Blackboard and Sakai and to help faculty with the use of them as necessary.
Physical Demands and Work Environment
Communication skills, flexible in an ever changing environment. Must be able to multi-task under pressure and meet tight deadlines.
Special Conditions

Posting Details


Posting Number 23ST0019
Posting Open Date 02/01/2023
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 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. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. 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.



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



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