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Administrative Assistant
Rutgers University in New Brunswick, New Jersey
Date Posted 05/11/2022
Admin-Secretary and Administrative Assistants
Employment Type
Application Deadline Open until filled

Position Details
Position Information

Recruitment/Posting Title Administrative Assistant
Job Category Staff & Executive - Administrative & Support
Department Undergrad Edu - Academic Svcs
The School of Arts and Sciences (SAS) at Rutgers University is the largest academic unit of the University and is comprised of 41 academic departments spanning humanities, social, physical and life sciences and over 100 different majors, plus programs, centers, bureaus and institutes. SAS has a membership of over 2,000 permanent and temporary faculty (instructional and research), teaching and graduate assistants, part-time lecturers, and post-doctoral appointees, and over 500 administrative staff.
Arts and Sciences delivers a wide array of services in support of the teaching, research, and service missions of the School. We are committed to providing academic departments, programs, and centers in the School of Arts and Sciences with reliable and trusted service, clear policies and procedures, innovative technologies, and a commitment to administrative excellence and efficiency.
Posting Summary
Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the Office of Advising and Academic Services. The position provides administrative support to the deans and advisors of the SAS Office of Advising and Academic Services by assisting with the coordination and administration of communications, programs, projects, and processes, and with the preparation and maintenance of student records, databases, departmental statistics, reports and documents.
Among the key duties of this position are the following:
  • Assists with the analysis of various administrative documents and program data. Schedules appointments, provides front-line triage for student and Rutgers community inquiries, responds to email correspondence, arranges and coordinates logistics for advising centers, events and meetings.
  • Processes various administrative documents and data as needed. Creates routine informational materials and aids in supporting academic promotional activities.
  • Completes other work as assigned, consistent with a basic understanding of the academic mission, policies, role, and goals of the School of Arts and Sciences, and the tasks and responsibilities of the Administrative Assistant in the achievement of these goals.
  • May assist in supporting research activities and serve as liaison within and outside the Advising Office, primarily with faculty and staff of other SAS departments.
  • Works under direct supervision, with specific instructions on routine or semi routine work and within established work parameters for the SAS Office of Advising and Academic Services.
  • Performs professional work that requires knowledge of SAS and university academic policies, as well as general administrative/office management practices and the basic application and use of concepts, theories, and terminology of undergraduate academic services.
Position Status Full Time
Hours Per Week
Daily Work Shift
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
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


Minimum Education and Experience
  • Bachelor’s degree, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of advising practices, office administration, well developed interpersonal skills, work organization, coordination, facilitation, higher education principles and legislation, database management and/or report writing principles and practices.
Required Knowledge, Skills, and Abilities
  • Good communication skills, and computer literacy including expert level fluency with Microsoft Excel and Microsoft Mail Merge technology.
  • The Office of Advising and Academic Services maintains paperless files – candidate must be fluent and comfortable with all forms of electronic communication and processes.
  • The Office of Advising and Academic Services often encounters sensitive and/or agitated constituents. The candidate must have experience working with sensitivity and maintaining confidentiality, while retaining the integrity of the SAS policies.
Preferred Qualifications
  • Bachelor’s Degree in Liberal Ars and Sciences area preferred.
  • Prefers a minimum of one year relevant experience in higher education administrative function.
  • Experience using Rutgers IMS system, Image Now system, My Advisor, RU Scheduler, and Degree Navigator.
  • Demonstrated and well defined organizational, managerial and problem/solving resolutions skills, as well as versatile interpersonal skills.
  • Experience working directly with undergraduate students in a student service or advising capacity.
  • Complete fluency with the Microsoft Suite of products.
  • Expertise in working with and developing databases is preferred.
Equipment Utilized
  • Rutgers IMS system, Image Now system, My Advisor, RU Scheduler, and Degree Navigator, Cornerstone, RU Marketplace and various SAS systems.
  • The AA will need to be able to work remotely using a laptop or home desktop computer; work performed on site at Rutgers will use a PC.
Physical Demands and Work Environment
  • The position may require using stairs in buildings lacking elevators, and sitting on a high “stool” or standing for several hours during service at the “walk-in” facilities.
  • May be required to work in different campus locations, so must be comfortable traveling and working on all 4 New Brunswick/Piscataway campuses.
Special Conditions

Posting Details

Posting Number 22ST1541
Posting Open Date 05/11/2022
Special Instructions to Applicants
Regional Campus Rutgers University-New Brunswick
Home Location Campus Douglass (RU-New Brunswick)
Location Details
New Brunswick, NJ 08901

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

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