Administrative Assistant Job at Rutgers University in New Brunswick

Position Details Position Information Recruitment/Posting Title Administrative Assistant Job Category URA-AFT Administrative Department SC&I - Dean's Office 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. The School of Communication and Information (SC&I) on the Rutgers-New Brunswick campus houses a dynamic community of scholars who conduct engaged research and teach in the areas of communication, information science, media studies, information technology, journalism, librarianship, organizational and health communication, public relations, and other professional practice areas. SC&I has about 2,500 enrolled students and teaches thousands of other Rutgers students in our five undergraduate programs, two master's degrees, interdisciplinary doctoral program, and non-degree continuing education programs. We value our culture of collegiality and work hard to support the success of our full- and part-time faculty, staff, and students. For more about the school and its activities, see: Posting Summary Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the the School of Communication and Information (SC&I). Under the supervision of the Senior Administrative Assistant Supervisor, this position provides confidential and essential administrative support to faculty in their teaching, research, and administrative functions. Among the key duties of this position are the following:

• Serves as primary preparer for all purchasing (requisitions, check requests, etc.) and expense reimbursement for all school faculty.
• Provides guidance to faculty on procedures and rules.
• Ensures that Rutgers' purchasing system is used whenever possible to pay a vendor.
• Prepares travel advances, travel orders, lost receipt forms, expense justifications and exceptions, and per diem forms as needed.
• Assists faculty members, lecturers, and TAs in preparation of syllabi, book orders, conference arrangements, and other administrative needs.
• Creates, prepares, and distributes information on rosters, schedules, grading, and other items.
• Advises all faculty and instructors on policies and procedures.
• Notifies and reminds faculty of deadlines so that tasks are completed in a timely manner.
• Assists in the administration of personnel actions for all hires/reappointments/terminations/ad hoc salary changes, etc., for full‐time faculty, part‐time faculty, student workers, and salaried project positions at SC&I, including processing forms and data entry in the HCM system.
• Assists faculty, lecturers, and graduate students with event logistics, including scheduling and setting up rooms, ordering catering and supplies, sending out announcements, and other logistics.

FLSA Nonexempt Grade 03 Salary Details Minimum Salary 52602.480 Mid Range Salary 64788.980 Maximum Salary 76975.480 Offer Information The final salary offer may be determined by several factors, including, but not limited to, the candidate's qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university's broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent. Benefits Rutgers offers a comprehensive benefits package to eligible employees, based on position, which includes:

• Medical, prescription drug, and dental coverage
• Paid vacation, holidays, and various leave programs
• Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options
• Employee and dependent educational benefits
• Life insurance coverage
• Employee discounts programs

For detailed information on benefits and eligibility, please visit: Position Status Full Time Working Hours (per week) Standard Hours 37.50 Daily Work Shift Day Work Arrangement Consistent with the current application of Rutgers Policy 60.3.22 or the applicable provisions of relevant collective negotiations agreements, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, are subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System. Union Description URA-AFT Administrative Payroll Designation PeopleSoft Seniority Unit Terms of Appointment Staff - 12 month Position Pension Eligibility ABP Qualifications Minimum Education and Experience * Bachelor's degree in accounting, finance, business administration, or a related field or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of business office practices. Certifications/Licenses Required Knowledge, Skills, and Abilities * Must have excellent organizational, strong customer service orientation, written and oral communication skills, and computer proficiency. Preferred Qualifications

• Knowledge of higher education practices; familiarity with online procurement, expense reporting systems, human resources systems, and other software systems commonly used in higher education.
• Minimum of one year relevant experience in financial administration, business operations, or program coordination.

Equipment Utilized

• Desktop and laptop computers.
• Typical and office software, including word processing, database, and spreadsheet applications Web applications, including school-specific, university-wide, and public systems.
• Expected to use and be familiar with copier machines, fax, and other office equipment.

Physical Demands and Work Environment

• This position will be required to lift boxes and other items up to 25 pounds.
• Must be able to participate in room set up for events including moving tables and chairs.
• Move mobile furniture such as tables on wheels or folding chairs.

Special Conditions Posting Details Posting Number 25ST1539 Posting Open Date 07/22/2025 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 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: Supplemental Questions Required fields are indicated with an asterisk (*).

• * Do you have a bachelor's degree in accounting, finance, business administration, or a related field or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of business office practices?
• Yes
• No

Applicant Documents Required Documents

• Resume/CV
• Cover Letter/Letter of Application
• List of Professional References (contact Info)

Optional Documents