Administrative Assistant

Rutgers University

United States, New Jersey, Newark

Mar 05, 2025

Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant
Job Category	URA-AFT Administrative
Department	IPO-Project Services
Overview	The Division of Institutional Planning & Operations (IP&O) employs a workforce of approximately 2,700 staff, represented by 15 collective negotiations agreements, and is responsible for institutional strategic initiatives and operations, which encompasses an expansive range of comprehensive service and business operations across the State of New Jersey. These include planning and construction, facilities, public safety and emergency operations, environmental health and safety, transportation, housing, and auxiliary/retail operations.
Posting Summary	Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the Division of Institutional Planning & Operations (IP&O). Reporting to the Director of Facilities Projects provides administrative support to the unit management by assisting with the coordination and administration of projects, processes and with the preparation of documents. Schedules appointments, arranges and coordinates logistics for events and meetings. Among the key duties of this position are the following: Responsible for the coordination/scheduling of meetings and events for the Project Management Group, assists with the preparation of all event/meeting (including but not limited to, equipment setup, refreshments, guest parking, and printed handouts/meeting materials), and for the recording/maintaining of meeting minutes. Accountable for the organizing and maintaining of Project Management related databases, files and documents. Completes, processes, and maintains administrative materials and reports, for the Project Management group. Responsible for the procurement of Project Management purchase orders/IPOs. Charged with filing and follow-up of staff reimbursements for travel and all miscellaneous expenses. Responsible for maintaining the current stock of supplies, including but not limited to paper, pens, disks, cameras, phones, and kitchen supplies Responsible for maintaining the Director's calendar in consultation with the Director. Is charged with the management of student interns schedules, making sure there is adequate coverage throughout the work week. Is charged with maintaining the online conference room calendar that is shared with all of Project Management staff. Processes various administrative documents and data. Creates routine informational materials.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA	Nonexempt
Grade	03
Position Salary
Annual Minimum Salary	50065.00
Annual Mid Range Salary	62252.00
Annual Maximum Salary	74438.00
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.
Preferred Qualifications	Extensive experience in Windows and Excel spreadsheet. Knowledge of University Accounting and Purchasing System a plus. Demonstrates strong organizational, leadership and interpersonal skills and ability to follow guidelines and direction
Equipment Utilized
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number	25ST0441
Posting Open Date	03/05/2025
Special Instructions to Applicants
Regional Campus	Rutgers University-Newark
Home Location Campus	Rutgers University-Newark
City	Newark
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