AllDiverse - Higher Education Jobs | Administrative Assistant at Rutgers University in New Brunswick, New Jersey

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Rutgers University
Location: New Brunswick, New Jersey
Category: Admin-Secretary and Administrative Assistants
Posting Date: 07/12/2023
Application Deadline: Open until filled

Job Description

Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant
Job Category	Staff & Executive - Administrative & Support
Department	University Equity and Inclusion
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. 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. For two consecutive years, Rutgers is ranked on Forbes’ list of America’s Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publication’s 2023 list. 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 an Administrative Assistant for University Equity and Inclusion Office and the Division of Diversity, Inclusion, and Community Engagement The Administrative Assistant will serve as the first point of contact of the office, managing front desk operations, answering phone calls and routine emails. Among the key duties of this position are the following: Provides administrative support to division management by assisting with the coordination and administration of programs, projects, and/or processes and with the preparation and control of records, statistics, reports and documents. Schedules appointments, arranges and coordinates logistics for events and meetings. Processes various administrative documents and data. Creates routine informational materials. Assists with the administrative and logistical needs of division events and serves as day-of support. Completes other work consistent with a basic understanding of the mission, vision, role, and goals of the division, and the tasks and responsibilities of the Administrative Assistant in the achievement of division goals. 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.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
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	Bachelor’s degree in a related field, or an 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	Good communication skills and computer literacy. Ability to exercise good judgment in a variety of situations. Ability to maintain a realistic balance among different priorities with the ability to work under pressure. Must have ability to interact with high-level administrators. Strong organizational and communication skills. Be self-motivated and detailed oriented. Ability to effectively interact with diverse populations, including work with a variety of units and departments to meet area mission. Position must be able to maintain confidentiality and work cooperatively with others.
Preferred Qualifications	Preference for those who have at least two years of experience managing front desk operations.
Equipment Utilized	Must have familiarity with equipment and software needed for administration and office management, including but not limited to virtual meeting platforms (Zoom, WebEx, Teams, etc.), Qualtrics, Google Drive, shared drives, Constant Contact, DocuSign, BaseCamp, Doodle, Microsoft Outlook; Microsoft Office Suite: Word, Excel, PowerPoint, Visio, Adobe Acrobat, and other Rutgers systems as needed.
Physical Demands and Work Environment	May be asked to lift boxes and materials up to 25lbs. May be asked to travel from time to time, must have access to transportation and be available to work some nights and weekends.
Special Conditions

Posting Details

Posting Number	23ST1821
Posting Open Date	07/12/2023
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	College Ave (RU-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.

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 vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. 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