Administrative Assistant

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant

Job Category URA-AFT Administrative Department International Student and Scholar Services Overview

Rutgers Global is the university-wide office, serving all three campuses and RBHS, devoted to comprehensive internationalization for students, faculty and staff. We create resources to enhance our global engagement at home and abroad. The office provides extensive (i) global learning opportunities, (ii) advice and counsel on immigration regulations, application processing and compliance for students and scholars, (iii) international partnership development and facilitation, (iv) academic support for international students, and (v) on-campus global programming that helps to educate the university community and develop global cultural competencies. Rutgers Global- ISSS has been through significant changes in the past five years – in staffing, organization, functions and services, and a tremendous growth in numbers of international student, scholars and faculty. The office has adapted well and introduced initiatives to continuously enhance its programs and service offerings.

Posting Summary

Rutgers, The State University of New Jersey is seeking an Administrative Assistant for Rutgers Global. Reporting to the Accounting & Insurance Specialist, Supervisor, the Administrative Assistant serves as the first point of contact for students, faculty, and guests within the International Student and Scholar Services (ISSS) RBHS office and provides administrative support and assistance to overall flow and process of the office.

Among the key duties of this position are the following:

Manages daily administrative and operational activities of ISSS RBHS office by welcoming, and directing people appropriately in person, by phone, or email.

Serves as point for operations, which includes opening and closing the office, facilities maintenance, and equipment usage. Handles all administrative details of the office's financial activities including purchasing, accounting, internal University transactions, etc.

Provides administrative support to ISSS-RBHS office advising and leadership team

Schedules appointments on appropriate staff calendars.

Maintains department general email system: responding to and forwarding correspondences as appropriate.

Notifies Rutgers Global-ISSS-RBHS staff of visitor's arrival for appointments.

Administers and keeps accurate data and records for the University's International Student and Scholar health insurance program, which requires that all international students and scholars on the University's visa sponsorship are insured at or above the established threshold level of coverage.

Supports the International Faculty & Scholar Services Team by handling the intake of documents from USCIS and sponsoring departments; assists with recording relevant data; and mailing employment based visa petitions to relevant government agencies

The position will provide administrative support, as needed, across all ISSS locations in New Brunswick and Newark.

Other duties as assigned.

Position Status Full Time Hours Per Week Daily Work Shift Work Arrangement

This position requires a fully on-site 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 in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of the administrative field and student communication techniques.

Certifications/Licenses Required Knowledge, Skills, and Abilities

Must possess excellent organizational and communication skills.

Requires attention to detail and problem-solving skills.

Must have demonstrated ability to handle sensitive/confidential material in a professional manner.

Must be able to effectively prioritize multiple tasks and situations in a high-volume busy office to ensure the Rutgers Global-ISSS-RBHS Office runs efficiently in the day-to-day operation.

Preferred Qualifications

Intercultural communication.

Helps to increase student retention and satisfaction through positive experiences with the Rutgers Global-ISSS-RBHS Office.

Work is consistent with a basic understanding of the mission, vision, role, and goals of the Rutgers Global-ISSS-RBHS.

This position requires patience and cross-cultural sensitivity when providing complex information and instructions to international students, scholars, and faculty, most of whom are non-native speakers of English.

Equipment Utilized

The incumbent will be required to work in the Sunapsis database.

Physical Demands and Work Environment Special Conditions

In order to qualify for federal agency approval to issue visa eligibility certificates, the successful candidate must have U.S. citizenship or permanent residence.

Available to work on limited weekends for events.

Posting Details

Posting Number 23ST2184

Posting Open Date 08/18/2023 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 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 in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of the administrative field and student communication techniques?

Yes

No

Rutgers and Rutgers Global are committed to promoting and maintaining a diverse and inclusive culture and expect the staff members to actively contribute to this mission. Please briefly explain what diversity means to you, and why it is important.

(Open Ended Question)

Applicant Documents

Required Documents

Resume/CV

Cover Letter/Letter of Application

List of Professional References (contact Info)

Optional Documents