Administrative Assistant

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant

Job Category URA-AFT Administrative Department Institute for Families Overview

The Rutgers University School of Social Work's mission is to develop and disseminate knowledge through social work research, education, and training that promotes social and economic justice and strengthens individual, family, and community well-being in this diverse and increasingly global environment of New Jersey and beyond.

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 $30M portfolio 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 Administrative Assistants for the Institute for Families. This position will provide support across program and operational areas of the Institute. One position is responsible for providing administrative support by assisting IFF's Leadership Team with scheduling requests, processing various administrative documents and data while coordinating day-to-day facilities needs and use of site space, and preparing agreements, vendor forms, and purchase requests. The second position supports a program team providing training services for the state's child welfare workforce.

Among the key duties of this position are the following:

Addresses inquiries from IFF staff, program partners and other University units and stakeholders, and will assist with preparation for meetings and events and support purchasing activity.

Serves as the point of contact for facilities issues at IFF's New Brunswick site; responsible for receiving and directing on-site visitors and managing incoming and outcoming mail on behalf of the Institute.

Responsibilities also include preparing and organizing templates, reports, and other procedure documents, maintaining records, inventories, and file management systems, and supporting the generation of Institute wide communications.

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, 2024. 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 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 that demonstrates knowledge and understanding of office administration, organization skills, 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

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

Preferred Qualifications Equipment Utilized

Must have intermediate mastery of Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, etc.), database management, university-wide systems, and e-mail applications and be at ease with learning new systems and applications.

Physical Demands and Work Environment

General office environment including light lifting.

Special Conditions

Both positions will be located at IFF's downtown New Brunswick site.

The successful candidate must have a valid driver's license and be willing to travel throughout New Jersey as needed.

Clean driving record.

Posting Details

Posting Number 23ST2200

Posting Open Date 08/21/2023 Special Instructions to Applicants Regional Campus Rutgers University-New Brunswick Home Location Campus Rutgers University - 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 vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. 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 that demonstrates knowledge and understanding of office administration, organization skills, 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