Rutgers University Administrative Assistant in New Brunswick, New Jersey

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. Established in 1766 and celebrating a milestone 250th anniversary in 2016, the university is the eighth oldest higher education institution in the United States. More than 67,000 students and 22,000 faculty and staff learn, work, and serve the public at Rutgers locations across New Jersey and around the world.

Rutgers University–New Brunswick took root nearly 250 years ago. We are the state’s most comprehensive intellectual resource—the flagship campus of Rutgers, The State University of New Jersey, as designated by the Association of American Universities. We are the region’s most high-profile public research institution and a leading national research center with a global impact.

Posting Summary

Rutgers, The State University of New Jersey, is seeking an Administrative Assistant to provide support to the Director of Office of Information Technology – Camden. This position provides full administrative support to the Camden management team through the organization and coordination of its operations and by coordinating and supporting projects and processes undertaken by the unit. Following University Policy, the position is responsible for the preparation and implementation of administrative functions and guidelines to be followed by the unit members as well as departmental procedures for the control of records, reports, and other documents (including retention policy). Among the key duties of this position are the following:

  • Oversees and completes office work in line with the mission and goals of the department.

  • Develops, documents, and implements office procedures following University guidelines.

  • Communicates office procedures to staff. Interviews, hires, and trains office assistants in office policies and procedures.

  • Develops supply reorder thresholds and maintains adequate supplies on-hand.

  • Provides routine and non-routine information to clients.

  • Prepares purchase requisitions for the department and reviews requisitions prepared by other unit members for correctness. Processes personnel actions for submission to OIT HR office for submission to UHR.

  • Maintains accounting oversight of unit’s state and non-state budgets for revenue and expenses as well as the Camden campus Student Computing Fee (ICI) budget.

  • Reconciles budgets monthly and presents budget reports to the director.

  • Notifies management of impending budget disparities or issues. Works with the Manager of IT in the preparation of part time payroll, submits for payment, and resolves issues. Responsible for the on-boarding of all part time workers. Maintains emergency contact information for staff.

  • Oversees and manages first-time and renewal billings to clients for services provided by OIT-Camden.

  • Works closely with other Business Managers on the campus to resolve any conflicts with budget entries and positions.

  • Prepares plans, time lines, and work responsibilities for projects.

  • Supervises completion of project tasks and realigns time lines as necessary.

  • Communicates with staff and vendors as necessary to facilitate completion of projects.

  • Coordinates campus wide events involving not only OIT-Camden services, but OIT wide events and collaborations requiring complete room, staff, equipment, and communication activities.

  • Prepares statistical reports on project status for management.

  • Arranges, schedules, and oversees service providers and vendors for assigned project work.

  • Manages the scheduling of the videoconferencing room and equipment for various campus meetings.

  • Develops processes and supervises procedures for safeguarding of departmental records and supervises securing of confidential information.

  • Stays abreast of university policies on hiring, classifications, and operational activities and communicates and trains unit staff on procedures and changes that occur. Assures compliance with university policies and manages initial orientation of new hires on departmental and university guidelines, processes, and procedures.

  • Completes exit interviews to reclaim resources and complete the termination of employment.

  • Completes various other tasks and duties as assigned.

Benefits

Information about the benefits provided to Rutgers employees can be found at: http://uhr.rutgers.edu/benefits/benefits-overview

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, bookkeeping and/or report writing.
Required Knowledge, Skills, and Abilities
  • Good communication skills to work with faculty, students, staff, and vendors.

  • Computer literacy that demonstrates knowledge of basic computer skills to answer questions and access the full range of computer services at Rutgers.

  • Familiarity with computer terminology – most activity associated with the department is based upon computer terminology.

Equipment Utilized
  • Microsoft productivity tools (Word and Excel), browsers, and web browsing to manage budgets, inventory, communication (both in paper form and electronically), and purchasing from online vendors

Recruitment/Posting Title: Administrative Assistant

Job Category: Staff & Executive - Administrative & Support

Department: OIT-Enterprise IT Client Services

Position Status: Full Time

FLSA: Nonexempt

Grade: 03

Annual Minimum Salary: 40026.000

Annual Mid Range Salary: 49768.500

Annual Maximum Salary: 59511.000

Standard Hours: 37.50

Union Description: URA-AFT Administrative

Payroll Designation: PeopleSoft

Terms of Appointment: Staff - 12 month

Position Pension Eligibility: ABP

Preferred Qualifications:

  • Two years or more relevant experience in an administrative function highly preferred.

Posting Number: 17ST2429

Posting Open Date: 06/17/2017

Regional Campus: Rutgers University-Camden

Home Location Campus: Rutgers University-Camden