Administrative Assistant

Rutgers University

United States, New Jersey, New Brunswick

Mar 11, 2025

Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant
Job Category	URA-AFT Administrative
Department	Provost & EVC for Academic Affairs
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 a Administrative Assistant for the department of Provost & Executive Vice Chancellor for Academic Affairs. This position will provide unit administrative support for NJ GEAR UP (Gaining Early Awareness and Readiness for Undergraduate Programs) within the Division of Undergraduate Education. The mission of the program is to guide middle school and high school students on the path to college and provide tools for academic success. Among the key duties of this position are the following: Functions as the primary unit administrative support for the coordination and implementation of pre-collegiate academic programs, academic services, and counselor-led workshops with Rutgers-New Brunswick and New Brunswick Public Schools. Supports with day-to-day unit functions, including appointment/meeting scheduling, correspondence (e.g., calendars, phones, e-mail, etc.), OIT user support needs, and office supply and equipment inventories. Provides unit administration with fiscal compliance support, including working with vendors to ensure timely payment of unit invoices and accuracy of payments, and reconciliation. Supports unit administration with space and schedule management to ensure quality, effective service delivery, planning and coordination. Participates in university-sponsored trainings to stay abreast of institutional policies, and protocols for campus partner operational requests.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA	Nonexempt
Grade	03
Position Salary
Annual Minimum Salary	50065.00
Annual Mid Range Salary	62252.00
Annual Maximum Salary	74438.00
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.
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	A bachelor's degree, or an equivalent combination of education and experience.
Certifications/Licenses	Use of personal vehicle in order to travel for business demands; a valid driver's license would be required for this position.
Required Knowledge, Skills, and Abilities	Excellent oral and written communication skills and attention to detail. Excellent organizational and time management skills. High proficiency in Microsoft Office applications. High degree and professionalism and confidentiality. Demonstrated sensitivity to, and understanding of, diverse student populations.
Preferred Qualifications	Bilingual in English and Spanish. One year (1) professional experience working in an urban K-12 educational setting.
Equipment Utilized	Use of Microsoft Office Suite, Qualtrics, Cornerstone/Marketplace, HCM, Zoom, WebEx, ROCS, Canvas and any other university learning management systems as needed. Use of Salesforce data management system administered through Office of Secretary of Higher Education.
Physical Demands and Work Environment	Flexibility to work occasional weekends.
Special Conditions	This position is contingent upon continued funding beyond the current grant cycle. Clean Driving Record.

Posting Details

Posting Number	25ST0488
Posting Open Date	03/11/2025
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 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