Administrative Assistant (Part-Time)

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant (Part-Time)

Job Category Staff & Executive - Administrative & Support Department BSPPP - Dean's Office Overview

The Bloustein School seeks to improve our increasingly urbanized and interconnected world by exploring planning approaches and public policy solutions that are healthier, greener, fairer, and generate greater prosperity than do current practices. It pursues equitable and efficient solutions to public problems at multiple levels from the global to the local and emphasizes the professional perspectives of urban planning, public policy, and public health. Within each of these domains, the school advances its aspiration to be a global leader in teaching, research, and service by engaging society's challenges with focused programs that align current strengths with emerging needs. Its mission includes:

• Solving public problems through constructive engagement of governmental, private, and non-profit actors; • Addressing the challenge of urbanization in its various global manifestations; • Serving New Jersey's need for a rigorous and engaging public policy forum; and • Preparing students for rewarding professional careers in public service. For more information please visit: https: // bloustein.rutgers.edu.

Posting Summary

Rutgers, The State University of New Jersey is seeking an Administrative Assistant for the Bloustein School of Planning and Public Policy. They will report to the Executive Dean and the Human Resources and Operations Manager, the Administrative Assistant/Executive Assistant is the essential liaison between the dean(s) and all levels of school operations.

Among the key duties of the position are the following:

Oversees Dean's day-to-day planning (including calendaring and project management) and implements Dean's directives.

Primary point-person for academic recruitment and appointment operations, including scheduling, coordination, and communications.

Primary point person for materials, coordination, and process associated with faculty promotions.

Assists with project management of handbooks and strategic implementations. Manager for faculty data collection and history.

Position Status Part Time Hours Per Week 8am - 1 pm, Monday to Friday Daily Work Shift Day 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 https:// 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.

Seniority Unit Terms of Appointment Staff - 12 month Position Pension Eligibility ABP

Qualifications

Minimum Education and Experience

Bachelor's degree or an equivalent combination of education and/or experience.

Certifications/Licenses Required Knowledge, Skills, and Abilities

Must be trainable.

Exceptional interpersonal and written/oral communication skills.

Confidentiality and discretion essential.

Must have ability to learn quickly.

Must have proven written and oral communication skills and the ability to manage multiple tasks simultaneously.

Comfort with software packages like Excel, Adobe, Word, Access. Understanding of social media platforms.

Confidentiality and discretion essential.

Must have have knowledge of systems associated with scheduling meetings (like Doodle Polls) and planning (Smart Sheets) and/or ability to learn quickly.

Preferred Qualifications

Administrative management experience preferably in an academic setting.

Proficiency with project management software strongly preferred.

Equipment Utilized

VERY FREQUENT USE:

Adobe Professional

Access Database

Excel

Zoom

Webex

Constant Contact

Qualtrics

Microsoft Office Suite

Word Press

HTML

CSS

FREQUENT USE:

Adobe Creative Suite (Photoshop, Illustrator, InDesign, etc.)

Online Learning Environments (Sakai, Canvas, Kaltura)

Social Media Platforms (Facebook, Twitter, Instagram, Snap Chat, TikTok, etc.)

Physical Demands and Work Environment

As a primary representative of the decanal unit, incumbent must be consistently professional, pleasant and efficient.

While the incumbent may be assigned some long-term projects, they will still need to complete and report on daily routine tasks.

Special Conditions

Posting Details

Posting Number 23ST1237

Posting Open Date 05/12/2023 Special Instructions to Applicants Regional Campus Rutgers University-New Brunswick Home Location Campus Downtown 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 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.

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: https:// uhr.rutgers.edu/non- discrimination-statement

Supplemental Questions

Required fields are indicated with an asterisk ().

Do you have a minimum of a Bachelor's Degree or an equivalent combination of education and/or experience?

Yes

No

Applicant Documents

Required Documents

Resume/CV

Cover Letter/Letter of Application

List of Professional References (contact Info)

Optional Documents