Business Assistant I

Job Description

Position Details

Position Information

Recruitment/Posting Title Business Assistant I
Job Category Staff & Executive - Finance/Accounting/Purchasing
Department Engn - Biomedical Engineering
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 a Business Assistant I for the Department of Biomedical Engineering. The position reports to the Department Administrator. Under department administrator supervision, this position will provide the department a variety of financial and HCM related services: including procurement, accounting and HR procedures, and administrative support for the faculty, staff and graduate student population while exercising discretion and good judgment. All functions performed accurately and thoroughly, within appropriate and relevant deadlines, and in compliance with all applicable policies and processes of the BME department and Rutgers University. Must be able to multitask and manage several projects simultaneously, be customer-focused, participate in a team environment with an understanding of the mission, vision, role, and goals of the department.
Among the key duties of this position are the following:
  • Creates requisitions and monitors outstanding encumbrances, resolves issues with Invoice processing
  • Assists faculty and students with processing Online Expense Reports
  • Performs Journal Entries and project cost adjustments
  • Preparer for HR actions/Payroll
  • Serves as a HCM -HR system preparer for new hires and new appointments and creates new hire letters for faculty and staff
  • Enters appointments, reappointments and terminations
  • Enters charging instructions for new hires and reappointments
  • Resolves any issues with payroll regarding salaries and enters salary reallocation when needed.
  • Serves as Guardian I-9 preparer for all Department new hires and manages visa requests and issues regarding non-compliance employees regarding visa status.
  • Updates and initiates visa information for all current and new hires
  • Monitors all hourly time entry into web-clock and ensures adherence to the maximum time allowed per week. Resolves any issues regarding errors on their records .
    documentation. Enters hours into PeopleSoft
  • Reviews, reconciles and makes appropriate adjustments related to tuition charges of the department’s Fellows, Teaching and Graduate Assistants
  • Monitor’s department’s supply inventory and resources. Contacts vendors to place orders. Keeps track of Blanket Purchase Orders
  • Assists Faculty Search Committee and Department Administrator with faculty recruitment, agenda, and travel arrangements. Processes candidates expenses.
  • Assists with all department events when needed
  • Maintains historical database of business expenses/functions of department
  • Provides for financial oversight of core facilities/cost centers that are managed by the department
  • Assist faculty with grant and budget preparation.
  • Creates / Prepares purchase orders
Position Status Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA Nonexempt
Grade 04
Position Salary
Annual Minimum Salary 51359.000
Annual Mid Range Salary 63909.500
Annual Maximum Salary 76460.000
Standard Hours 37.50
Union Description URA-AFT Administrative
Payroll Designation PeopleSoft
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


Minimum Education and Experience
Required Knowledge, Skills, and Abilities
  • Bachelor’s degree in accounting, finance, business administration, a related field, or an equivalent combination of education and / or experience that demonstrates knowledge and understand of office administration, organization, coordination, facilitation, bookkeeping and / or report writing.
  • A minimum of two years relevant experience in a financial/accounting function, good communication skills, and computer literacy.
Preferred Qualifications
  • Excellent knowledge of Rutgers Financial Management system
  • Requires excellent communication and computer skills
  • Must have proficiency in Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook, etc.)
  • Must have ability to multitask and adapt to shifting priorities Ability to work on a team with highest level of attention to detail
Equipment Utilized
  • Desktop Computer, copier, fax machine, office phone
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number 23ST0741
Posting Open Date 03/22/2023
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.

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:

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