Position Details

Position Information

Recruitment/Posting Title	Executive Assistant
Job Category	Staff & Executive - Administrative & Support
Department	UHR-Office of the VP
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. Established in 1766 and celebrated a milestone 250th anniversary in 2016, the university is the eighth oldest higher education institution in the United States. More than 70,800 students and 27,000 faculty and staff learn, work, and serve the public at Rutgers locations across New Jersey and around the world. Rutgers University–New Brunswick took root over 250 years ago. We are the state’s most comprehensive intellectual resource—the flagship campus of Rutgers, The State University of New Jersey, as designated by the Association of American Universities. We are the region’s most high-profile public research institution and a leading national research center with a global impact. University Human Resources (UHR) supports the Rutgers mission as an institution of prominence, preeminent in research, teaching, service, and clinical care. We strive to provide the highest level of customer service in delivering a comprehensive network of programs, services, and expertise to attract, retain, and develop diverse and highly skilled top talent.
Posting Summary	Rutgers, The State University of New Jersey, is seeking an Executive Assistant for University Human Resources. Reporting to the Director of Human Resources Administration and supporting both the Director and the Senior Vice President for Human Resources, this position will provide confidential administrative and operational support to the Office of University Human Resources, working independently to manage calendars and events, coordinate projects, prepare reports, draft communications, and manage data. Among the key duties of this position are the following: Provides independent, confidential, administrative support to the Senior Vice President for Human Resources and the Director of Human Resources Administration. Triages incoming requests and manages the day-to-day operations and procedures of the office. Assesses inquiries and ensures proper distribution and resolution. Maintains up-to-date knowledge of all relevant resources and services within the university and UHR functions to accurately screen and respond to calls, emails, and inquiries, and refer to the appropriate UHR functional area, or other university departments. Deals with and resolves a broad range of issues. Requires a broad understanding of the mission, vision, role and goals of the Office of the Senior Vice President. Works collaboratively with the Director of Human Resources Administration to ensure calendars are aligned with the priorities of University Human Resources. Manages complex calendars, schedules meetings, and assists with preparation of timely and accurate meeting materials. Handles scheduling, logistics, and agenda for Senior Leadership Team meetings. Coordinates and oversees logistics for special events, HR meetings, conferences, and drafts communications. Organizes, prioritizes, and coordinates the administration of action items for special projects. Coordinates travel arrangements and manages related expenses. Supports the benchmarking and analysis of data for special projects that are central to the successful operation and long-term advancement of University Human Resources. Provides administrative support by collecting, analyzing, and reporting of confidential information and data. Creates reports, presentations, and other written documents for distribution to HR staff, University leaders, and employees across the University community. Follows up with HR teams and UHR Senior Leadership Team members on behalf of the Senior Vice President for Human Resources and the Director of Human Resources Administration on action items as necessary to ensure deadlines are met. Drafts routine internal and external communications on behalf of University Human Resources and/or the Director of Human Resources Administration and/or the Senior Vice President for Human Resources, circulating such communications to appropriate parties for approval prior to release. Ensures communications are accurate and timely. Maintains master calendar of cyclical communications with timelines and ensures messages are reviewed and approved according to same. Responsible for periodic review of the Senior Vice President for Human Resources webpage to ensure all communications are posted and up to date. Maintains staff absence records and supports other personnel functions. Maintains master listing of UHR positions and vacancies, assures that all vacant positions and/or internal promotions receive SVP approval prior to posting or implementation, and that job offers, promotions, and reclassifications are reviewed by Compensation Services and not effectuated without the approval of the SVP. Responsible for managing facilities maintenance of building by overseeing requests and ensuring issues are resolved in a timely manner. Serves as backup for budget matters and as backup to the Senior Administrative Assistant in Workplace Culture. Other tasks and responsibilities may be assigned based on departmental need.
Position Status	Full Time
Hours Per Week
Daily Work Shift
FLSA	Exempt
Grade	05
Position Salary
Annual Minimum Salary	61813.000
Annual Mid Range Salary	78240.500
Annual Maximum Salary	94668.000
Standard Hours	37.50
Union Description	Administrators Confidential
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	Requires a bachelor’s degree; or an equivalent combination of education and/or experience as an administrator with demonstrated organizational and decision-making skills. A minimum of two years of relevant professional experience in an administrative function.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Excellent written and verbal communication skills. Strong interpersonal skills. Highly detail-oriented and analytical. Ability to manage multiple projects and maintain confidentiality. Ability to work with a broad range of internal clients and external publics. Requires precision and efficiency in writing, editing, and proofreading for print and electronic publications. Ability to work independently and in a team environment, and meet deadlines under pressure. Ability to organize, and to manage multiple concurrent tasks. Excellent communication and organizational skills and computer literacy. Proficient with Microsoft Office, Microsoft Excel, and Power Point.
Preferred Qualifications	Administrative experience in higher education preferred.
Equipment Utilized
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number	22ST2347
Posting Open Date	07/13/2022
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	Rutgers University - New Brunswick
City	New Brunswick
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