Job description
Position Details
Position Information
Recruitment/Posting Title
Administrative Assistant
Job Category
Staff & Executive - Administrative & Support
Department
Admissions - Nwk
Overview
The Office of Graduate and Undergraduate Admissions at Rutgers University–Newark (RU-N) works in collaboration with the following schools to recruit, communicate, and yield new graduate and undergraduate students:
- Graduate School Newark (GSN)
- School of Arts and Sciences-Newark (SASN)
- Rutgers Business School-Newark (RBS-Nwk)
- School of Criminal Justice (SCJ)
- School of Public Affairs and Administration (SPAA)
The Admissions team provides information to interested prospective students and families and reviews undergraduate applications to help determine which students are admitted to RU-N. Graduate applications and decisions are reviewed at the school level, while all graduate applications and documents are processed and coded through the Office of Graduate and Undergraduate Admissions.
Posting Summary
Rutgers University- Newark (RU-N), an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise is seeking an Administrative Assistant Reporting to the Director of Admissions.
This position is responsible for the following and not limited to:
This position is responsible for the following and not limited to:
- Provides administrative support to the Office of Graduate and Undergraduate Admissions by assisting with the coordination and administration of programs, projects, and/or processes and with the preparation and control of records, statistics, reports and documents. The Administrative Assistant is the first point of contact for visitors to the Office of Graduate and Undergraduate Admissions. He/she must be able to professionally manage high volume welcome/reception and processing areas; schedule appointments, arrange and coordinate logistics for events and meetings. Processes various administrative documents and data including scanning and linking documents such as transcripts and financial documents. Creates routine informational materials for efficient operational use that will help student workers who answer phones, scan/link/file documents, and assist visitors who come into the office.
- The Administrative Assistant will work in coordination with the Director of Admissions and the Program Coordinator to provide work direction to the student workers who provide office support by helping with the mail, phones and tours. The Administrative Assistant will prioritize tasks, and manage the flow of traffic in the welcome/reception and processing areas, handling regular walk-in traffic as well as scheduled appointments/visitors to the office. The Administrative Assistant must be able to multi-task, manage conflicting deadlines, proactively raise issues to the Director of Admissions, and manage intricate event details assigned throughout the year with minimal direction.
The Administrative Assistant will manage other duties as assigned throughout the year demonstrating his/her capability to learn new information, understand it and use that information to be effective in the position. Communicates effectively to all colleagues through regular and planned communication and/or meetings so that information and updates have been passed accurately and timely to those who require it. Is accurate and demonstrates true commitment to quality work in all aspects of the job. Due to the nature of this position and it’s open location, this person must maintain an organized, neat, clean, and confidential area; must also ensure that reception area is always neat, clean, and visually pleasing and welcoming to visitors.
Position Status
Full Time
Hours Per Week
Daily Work Shift
Day
Work Arrangement
Consistent with the current application of Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement.
The flexible work arrangements outlined in Rutgers Policy 60.3.22 are part of a pilot program that is effective September 1, 2022 through August 31, 2023. Therefore, there is no guarantee that this flexible work arrangement will continue beyond that date. Flexible work arrangements are not permanent, are subject to change or cancellation and contingent on the employee receiving approval in the FlexWork@RU Application System. Additional information may be found at
https://futureofwork.rutgers.edu
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
- Requires a 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, and report writing.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
- Requires good communication skills and computer literacy. Strongly prefer knowledge of admissions systems including, but not limited to, IMS, ImageNow, Salesforce and the Graduate Portal.
- Position requires passion for customer service and providing an exceptional degree of responsiveness.
- Must be able to manage multiple tasks while handling interruptions. Some occasional evening and weekend hours required.
Preferred Qualifications
Equipment Utilized
- The Administrative Assistant will use the entirety of the Microsoft Office platform – WORD (for standard word processing,) PowerPoint (for presentations,) Access (for data management,) Excel (for report production,) and Publisher. Additionally, the Administrative Assistant will have knowledge of the Admissions systems including, but not limited to, IMS, ImageNow, Salesforce, Perceptive Content, Graduate Portal and the Enrollment System.
Physical Demands and Work Environment
Special Conditions
Posting Details
Posting Number
23ST1175
Posting Open Date
05/08/2023
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 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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