Administrative Assistant
New Brunswick, NJ 
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Job Description
Position Details

Position Information

Recruitment/Posting Title Administrative Assistant
Job Category URA-AFT Administrative
Department Undergrad Edu - Academic Svcs
Overview
The School of Arts and Sciences (SAS) is the largest academic unit at Rutgers University and the center of the undergraduate experience on the Rutgers-New Brunswick campus and is comprised of 41 academic departments spanning the liberal arts. SAS offers more than 100 majors and minors across the life sciences, humanities, social and behavioral sciences, and mathematical and physical sciences with research centers and institutes across the school. With a diverse student body of more than 20,000 students, SAS has a membership of over 1,700 faculty members, more than 500 administrative staff, and 200,000 living alumni.

SAS delivers a wide array of services in support of the teaching, research, and the mission and goals of Rutgers University.

The School of Arts and Sciences promotes anti-racist, inclusive, equity-enhancing ideas and practices both inside and outside of the classroom for our community of educators, staff, and students. This includes a diverse set of voices and experiences. All individuals no matter their race, ethnicity, gender, gender identity, nationality, history, sexual orientation, religious practices, or socio-economic status are valued and respected. The School of Arts and Sciences is especially interested in candidates who can contribute to and support the diversity and excellence of the organization. Applicants are encouraged to include in their cover letter information about how they will further our commitment to these values.
Posting Summary
Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the Undergrad Education - Academic Services department within the School of Arts and Sciences (SAS). The Administrative Assistant is a student-facing support position, spending the majority of time on the 'front line' working with students, families, and other University departments.

Among the key duties of this position are the following:
  • Provides administrative support to the deans and advisors of the SAS Office of Advising and Academic Services.
  • Assists with the coordination and administration of communications, programs, projects, processes, and the preparation and maintenance of student records, databases, departmental statistics, reports and documents.
  • Schedules appointments, provides front-line triage for student and Rutgers community inquiries, responds to email correspondence, coordinates logistics for advising centers, events and meetings.
  • 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
Work Arrangement
Consistent with the current application of Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement. The flexible work arrangements outlined in Rutgers Policy 60.3.22 are part of a pilot program that is effective September 1, 2022 through August 31, 2024. Therefore, there is no guarantee that this flexible work arrangement will continue beyond that date. Flexible work arrangements are not permanent, are subject to change or cancellation and contingent on the employee receiving approval in the FlexWork@RU Application System. Additional information may be found at .
FLSA Nonexempt
Grade 03
Position Salary
Annual Minimum Salary 48372.000
Annual Mid Range Salary 60147.000
Annual Maximum Salary 71921.000
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 .
Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP
Qualifications

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.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
  • Good communication skills, and computer literacy including expert level fluency with Microsoft Excel and Microsoft Mail Merge technology.
  • May be required to work in different campus locations, so must be comfortable traveling and working on all 4 Rutgers-New Brunswick campuses.
  • The 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 Arts and Sciences area.
  • Three years' experience in a higher education administrative function.
  • Experience using Rutgers IMS system, Perceptive Content system, DocuSign, My Advisor, RU Scheduler, and Degree Navigator.
  • Experience working directly with undergraduate students in a student service or advising capacity.
  • Expertise in working with and developing database.
Equipment Utilized
  • Rutgers IMS system, Perceptive Content system, My Advisor, RU Scheduler, and Degree Navigator, Cornerstone, RU Marketplace and various SAS and University 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.
Special Conditions
Posting Details

Posting Number 24ST0899
Posting Open Date 04/25/2024
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 , 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:

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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Job Summary
Company
Rutgers University
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Bachelor's Degree
Required Experience
3+ years
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