Administrative Assistant

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant

Job Category Staff & Executive - Administrative & Support Department Institute for Families Overview

The Institute for Families (IFF) at the Rutgers University School of Social Work exists to advance the professional practices and knowledge base of individuals and organizations dedicated to improving the lives of children and families. IFF leads a portfolio of $16M in training, technical assistance and applied research services that increase the capacity of child welfare and human service systems to change childhood outcomes. The team at IFF represents a multi-disciplinary community of professionals committed to innovative, evidence-based and culturally responsive programming, equitable and inclusive practices, accountability and continuous quality improvement, and transparent, responsive engagement with our stakeholders. The work of IFF is supported by a staff of 80+ full-time and part-time employees, and more than 100 consulting subject matter experts.

Posting Summary

Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the Institute for Families (IFF). This position reports to the Administrative Supervisor and is based in Cherry Hill. The Administrative Assistant is responsible for providing administrative support to IFF's New Jersey Child Support Institute (NJCSI) team by assisting the Administrative Supervisor with day-to-day operations, coordinating and scheduling events and meetings, and assisting with the preparation of agreements, supplier forms, and payments. NJCSI oversees the development, coordination and delivery of a large-scale training and education initiative that is strengthening the childhood support workforce and enhancing the quality of the child support program.

Among the key duties of this position are the following:

Addresses inquiries from trainers, project partners, and program- affiliated personnel via phone and email and assist with payment and event information.

Maintains continuing quality improvement efforts by supporting recruitment and onboarding efforts and developing processes, procedures, and other documentation.

Prepares and organizes training materials and records, orders supplies and equipment, and generates mailings and communication.

Position Status Full Time Hours Per Week 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

A bachelor's degree or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, record-keeping and report writing.

Certifications/Licenses

Use of personal vehicle in order to travel for business demands; a valid driver's license would be required for this position.

Required Knowledge, Skills, and Abilities

Excellent communication skills, computer literacy, and ability to handle multiple projects concurrently.

Preferred Qualifications

At least three years of experience working within an office environment.

Excellent interpersonal skills and professional writing skills.

Experience with community-based human service organizations and state agencies will be an asset.

Equipment Utilized

Must have intermediate mastery of Microsoft Office Suite (Word, Excel, PowerPoint, etc.), database management, learning management systems, and e-mail applications.

Must be able to operate office equipment including copy machine, printers, telephones, and computer workstations.

Physical Demands and Work Environment

General office environment including light lifting.

Special Conditions

Must be willing to travel, when necessary, to sites throughout New Jersey.

Clean driving record.

Posting Details

Posting Number 23ST0318

Posting Open Date 02/13/2023 Special Instructions to Applicants Regional Campus Rutgers University-New Brunswick Home Location Campus Off Campus City Cherry Hill 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 Bachelor's degree or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, record-keeping and report writing?

Yes

No

Please list the computer applications in which you are proficient

(Open Ended Question)

Describe how you handle multiple, competing tasks.

(Open Ended Question)

What tools do you use to remain organized?

(Open Ended Question)

Tell us about a time you were given minimal direction and successfully carried out a project.

(Open Ended Question)

Applicant Documents

Required Documents

Resume/CV

Cover Letter/Letter of Application

List of Professional References (contact Info)

Optional Documents