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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 an 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.

Key Duties:

• 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: 37.50

FLSA: Nonexempt

Salary Range: $50,065 - $74,438

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 is 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 of 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.
• Familiarity with Microsoft Office Suite, Qualtrics, Cornerstone/Marketplace, HCM, Zoom, WebEx, ROCS, Canvas, and any other university learning management systems as needed.
• Experience with 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.

All offers of employment are contingent upon successful completion of all pre-employment screenings.

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.

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, or any other category protected by law.