Administrative Assistant

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant Job Category URA-AFT Administrative Department Engn

• Computing Services Overview Posting Summary

Rutgers, The State University of New Jersey is seeking a Administrative Assistant for the School of Engineering.

Among the key duties of the position are the following:

• Provides administrative support by assisting with organizing and coordinating office operations.

• Prioritizes work, resolves routine conflicts and issues, and implements administrative guidelines and procedures for office.

• Provides routine and non-routine information and explanations to students, faculty, and staff as well as external clients. Looks out for the best interests of the organization and provides high quality support.

• Must be detail oriented, follow-up, and keep task originators informed on task progress throughout process until completion.

• Must continuously notify supervisor of progress and workload to ensure that deliverables are on schedule.

• Provides administrative support, maintain financial records, conduct the day to day operational and business activities of the office; typical duties include mail and package receiving and recording, payroll, purchases, accounts payable, reimbursements, and record keeping.

• Provides support for the Manager with regards to space and facilities planning.

• Assists in analysis and reviews of financial data, financial statements and reports for both internal and external purposes.

Position Status Full Time Hours Per Week Daily Work Shift Day Work Arrangement

This position requires a fully on-site 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

• Requires a bachelor's degree in business administration, or related engineering field; or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, customer service.

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

• Requires good communication skills and computer literacy.

• Familiarity with general construction terminology.

• The ability to research, compile data and formulate reports and deliverables on a consistent and timely basis are critical.

Preferred Qualifications

• Previous interactions with construction/facility maintenance operations.

• Project management skills preferred.

• EPA Type II Certification.

• Knowledge of the university environment,and computing systems (purchasing and payroll).

Equipment Utilized

• Office programs, including Excel, PowerPoint, Word, Access and Outlook, MarketPlace, and Pitney Bowes SendSuite Arrival Tracking System.

Physical Demands and Work Environment

• Able to lift 75 lbs.

• Ability to lift and move heavy objects.

Special Conditions

Posting Details

Posting Number 24ST1509 Posting Open Date 06/27/2024 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 bachelor's degree in business administration, or related engineering field; or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, customer service?

• Yes

• No

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter/Letter of Application

Optional Documents

• Writing Sample 1
• List of Professional References (contact Info)