ADMINISTRATIVE ASSISTANT

Position Details

Position Information

Recruitment/Posting Title ADMINISTRATIVE ASSISTANT

Job Category Staff & Executive - Administrative & Support Department SAS - English Writing Program Overview

The School of Arts and Sciences (SAS) at Rutgers University is the largest academic unit of the University and is comprised of 41 academic departments spanning humanities, social, physical and life sciences and over 100 different majors, plus programs, centers, bureaus and institutes. SAS has a membership of over 2,000 permanent and temporary faculty (instructional and research), teaching and graduate assistants, part-time lecturers, and post-doctoral appointees, and over 500 administrative staff.

Arts and Sciences delivers a wide array of services in support of the teaching, research, and service missions of the School. We are committed to providing academic departments, programs, and centers in the School of Arts and Sciences with reliable and trusted service, clear policies and procedures, innovative technologies, and a commitment to administrative excellence and efficiency.

The School of Arts and Sciences promotes anti-racist, inclusive, equity- enhancing ideas and practices both inside and outside of the classroom for our community of educators, staff, and students. This includes a diverse set of voices and experiences. All individuals no matter their race, ethnicity, gender, gender identity, nationality, history, sexual orientation, religious practices, or socio-economic status are valued and respected. The School of Arts and Sciences is especially interested in candidates who can contribute to and support the diversity and excellence of the organization. Applicants are encouraged to include in their cover letter information about how they will further our commitment to these values.

Posting Summary

Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the School of Arts and Sciences – English Writing Program. This position is responsible for supporting the administrative functions of the Writing Program and of all affiliated units.

Among the key duties of this position are the following:

Responsibilities will include procurement, payroll, hiring, and supporting the planning and coordination of meetings, conferences, and events across the Writing Program.

Creates, maintains, and disseminates all hiring and payroll related policies and procedures.

Completes Federal Work Study Web Assignment Page and other required documentation by the Student Employment Office (SEO).

Assists students by providing them with resources for course selection and registration as well as other student related services.

Organizies Writing Program faculty office hours, assigning roster access, facilitating the distribution of special permission numbers, and other faculty support services.

Completes other work consistent with a basic understanding of the mission, vision, role, and goals of the Writing Program, and carries out the tasks and responsibilities of the Administrative Assistant position in the achievement of those goals.

Position Status Full Time Hours Per Week Daily Work Shift 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, 2023. 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 in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration and coordination.

Certifications/Licenses Required Knowledge, Skills, and Abilities

Good communication skills and computer literacy.

Preferred Qualifications

Experience as an administrator in a professional setting.

Experience working in an academic institution.

Strong written and verbal communication skills.

Equipment Utilized

Knowledge of Microsoft Suite, Google Applications, Course Scheduling System, Scheduling Database, Blue, Joomla, REGIS, ROCS, Qualtrics, and IMS.

Physical Demands and Work Environment Special Conditions

Posting Details

Posting Number 23ST2217

Posting Open Date 08/23/2023 Special Instructions to Applicants Regional Campus Rutgers University-New Brunswick Home Location Campus College Ave (RU-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 in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration and coordination?

Yes

No

What would you consider your skill level with Microsoft Office software (Word, Excel, and PowerPoint)?

Yes

No

Are you proficient in using web-based software such as Google Apps, Box, Qualtrics, etc.?

Yes

No

Do you have experience working in an academic institution?

Yes

No

Do you have experience in a large fast-paced work environment?

Yes

No

Have you worked with students in any professional capacity (supervising, mentoring, advising, tutoring, coaching, etc.)?

Yes

No

Applicant Documents

Required Documents

Resume/CV

Cover Letter/Letter of Application

List of Professional References (contact Info)

Optional Documents