Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant
Job Category	Staff & Executive - Administrative & Support
Department	RBS - Finance & Economics
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 for Rutgers Business School’s Department of Finance and Economics. This position is under the direction of the department’s Senior Department Administrator. The Administrative Assistant is the initial contact with faculty, students, and other outside parties that are involved in the obligations of the Finance and Economics department. This position is responsible for and not limited to the following: Provides confidential and executive-level decision making and report generation in all aspects of office administration, general faculty and student inquiries and requests The Administrative Assistant is the primary preparer of the information necessary to process ROCS, Cornerstone, and other financial and HCM software, transactions in the Newark office and, as needed, assisting New Brunswick colleagues Analyzes and generates logistics for department meetings and events and is responsible for daily operations of the Newark office. Occasional weekends, evenings, and early mornings Position is located in 1 Washington Park on the Rutgers Newark campus. Travel to the New Brunswick campus is expected
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 or an equivalent combination of education and/or experience, that demonstrates knowledge of understanding of program coordination and administration, record keeping, data organization, and event planning
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Requires a minimum of two years of experience Must be able to communicate effectively with diverse audiences, including faculty, students and the business community Must have organizational, written, communication and excellent customer service skills Requires good working knowledge of Email, MS Word, MS PowerPoint, MS Excel including the ability to prepare presentations and use/modify spreadsheets for data management, reporting, and graphing Substantial analytical skills Excellent budgetary skills and records management Outstanding Internet research and computer literacy skills including proficiency in Word, PowerPoint, and Excel Superior organizational and communication skills Requires the ability to prioritize and multi-task while handling multiple interruptions
Preferred Qualifications	Administrative experience at Rutgers and familiarity with the Cornerstone system is a plus Prior experience in an academic setting interacting with faculty and students is preferred
Equipment Utilized	Computer, Windows 10, Word, Excel, Access, PowerPoint, fax machine, photocopier/scanner, desktop publishing software, PeopleSoft, Cornerstone, and social media platforms
Physical Demands and Work Environment	Ability to lift and move delivery boxes and lift items as storage room accommodates and events require High degree of professionalism and reliability in all interactions is essential Ability to work in a fast-paced environment and possess sound judgment and a pleasant and professional demeanor Extraordinary and proven communication and follow-up skills are mandatory Occasional weekends, evenings, and early mornings Occasional travel to the regional campus
Special Conditions

Posting Details

Posting Number	23ST0528
Posting Open Date	03/08/2023
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