Job description
Position Details
Position Information
Recruitment/Posting Title
Administrative Assistant
Job Category
Staff & Executive - Administrative & Support
Department
Rutgers Future Scholars
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. Ranked in 2022 by Forbes as a top 100 best large employer in America, 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 Coordinator for the Rutgers Future Scholars program. This position will report to the RFS Business Manager and will provide business support and administration for the Rutgers Future Scholars program for the RFS offices within Newark, New Brunswick, Piscataway, Rahway, and Camden. . This position will work in a fast-paced environment requiring the ability to multi-task, flexibility to change priorities and handle frequent interruptions. This position is expected to have the knowledge base to serve as the first point of contact for scholars, parents, community partners, staff members, and members of the community, advising and directing each constituent appropriately.
Among the key duties of this position are the following:
- Responsible for a wide range of fiscal functions, including payroll and administrative duties, and communications, and event planning. Serves as primary preparer for financial and HR matters, including procurement, expense reports, and onboarding.
- Responsible for the coordination, implementation, and logistics of RFS program wide events. Including space reservations, working with vendors, guest communications, etc
- Helps in carrying out day to day activities for the RFS Program and ensuring the goals and objectives of the Future Scholars Program are met.
- Manages all RFS offices regarding supply orders, programming vendor logistics and facilitation of university wide email account, calendar and meetings.
- Serves as key point of contact between RFS and the Rutgers Foundation to assist with donor relations and ensure goals are met.
- Serves as an Admin for the Director of the RFS program with assisting with the scheduling of meetings and maintaining the Directors calendar.
- Oversees the Federal Work Study program and supervises student workers, and they enter time and labor for hourly positions.
- Responds to general requests and concerns, and they refer concerns and detailed requests to other staff when warranted.
Position Status
Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA
Nonexempt
Grade
03
Position Salary
Annual Minimum Salary
44831.000
Annual Mid Range Salary
55743.000
Annual Maximum Salary
66655.000
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.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment
Staff - 12 month
Position Pension Eligibility
ABP
Qualifications
Minimum Education and Experience
- Bachelor’s Degree in related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping, database management and/or report writing.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
- Attention to detail and ability to multi-task are necessary.
- Ability and willingness to quickly learn various institutional systems and processes.
Preferred Qualifications
- Fluently speaks and writes Spanish
- Understanding and application of University policies including but not limited to Procurement, and Travel and Expense Reimbursement.
- Knowledge of marketplace, Oracle, and Peoplesoft.
- To understand and apply information pertaining to grant, gift, and contract documents. Must be able to handle multiple tasks and special assignments in a professional manner.
- Experience with Docusign, Qualtrics (survey creation), and registration links.
Equipment Utilized
- Microsoft Office (Excel, Word, teams).
- Oracle Could financials, PeopleSoft,
- Adobe Acrobat
- Docusign
- Familiarity with design tools (ie canva)
- Survey tools (ie. Qualtrics, google forms)
- Virtual platforms (zoom, Webex)
- Office Phone, computer, printer, fax machine, scanner, and etc.
Physical Demands and Work Environment
- Position will be required to work occasional evenings/weekends for programming events.
- Will need to lift and move boxes containing materials and supplies.
Special Conditions
Posting Details
Posting Number
23ST0504
Posting Open Date
02/28/2023
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
502 George Street, New Brunswick NJ 08901
Pre-employment Screenings
All offers of employment are contingent upon successful completion of all pre-employment screenings.
Immunization Requirements
Under Policy 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees, Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. 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.
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