Administrative Assistant

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant Job Category URA-AFT Administrative Department SAS - Statistics 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 Statistics Department within the School of Arts & Sciences. This position supports SAS Department unit operations in areas of administrative support, purchasing, expense administration, records management, space & equipment management and event planning.

Among the key duties of this position are the following:

• Serves as department's admin assistant and principle contact.

• Monitors & maintains all common rooms, tends to printer/copier issues, routes mail, answers main office phone, and distributes messages.

• Manages and updates card access system for department.

• Replenishes office supplies and upkeeps facility conditions through work orders and general maintenance requests.

• Demonstrates working knowledge of the use of common space technology.

• Enters facility/maintenance and IT requests into the university's work order systems follows up to ensure they are completed.

• Serves as resource for department personnel to resolve facility problems.

• Disseminates departmental correspondence to faculty and staff on behalf of the Department Chair.

• Sets up rooms/refreshments for departmental meetings.

• Serves as backup support to other administrative staff.

• Supports department operations as part of business team.

• Processes all purchase orders and expense reimbursement requests through Cornerstone Sciquest and Expense Management modules, which applies to faculty, graduate students, visitors, staff and University transactions.

• Advises faculty & staff regarding expense reimbursement policy.

• Purchases apply to department unit, instructional needs, materials and research services.

• Tracks supply usage for budgeting purposes.

Position Status Full Time Hours Per Week Daily Work Shift Day Work Arrangement 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 http://uhr.rutgers.edu/benefits/benefits-overview.

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.

• Excellent organizational, time management skills are necessary.

• The ability to multitask in a fast-paced environment.

• Must be proficient in Microsoft Office Suite, Adobe Acrobat and PowerPoint.

Preferred Qualifications

• Work experience in an academic setting.

• Proficiency with university-specific software (i.e.: Oracle/Cornerstone, PeopleSoft, Concur, Joomla, Insight, etc.).

Equipment Utilized

• Desktop computer, laptop, printer, scanner, Cisco phone system.

Physical Demands and Work Environment

• Must be able to lift objects up to 25 lbs. and distribute mail across multiple floors within the building.

• This position manages all aspects of department event planning and execution.

• Must be able to assist with physical setup and breakdown of meetings, seminars, and conferences.

Special Conditions

Posting Details

Posting Number 24ST1338 Posting Open Date 06/10/2024 Special Instructions to Applicants Regional Campus Rutgers University-New Brunswick Home Location Campus Busch (RU-New Brunswick) City Piscataway 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

Supplemental Questions

Required fields are indicated with an asterisk (*).

• Do you have a minimum of a 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?

• Yes

• No

Applicant Documents

Required Documents

• Resume/CV

• Cover Letter/Letter of Application

• List of Professional References (contact Info)

Optional Documents