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Rutgers The State University Administrative Assistant in Newark, New Jersey

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant
Job Category Staff & Executive - Administrative & Support
Department SASN -Math & Computer Science
Overview
Department of Mathematics and Computer Science at Rutgers University-Newark offers undergraduate degrees in Mathematics, Applied Mathematics, and Computer Science in the Newark College of Arts and Sciences and in the University College, and a minor in Data Science, Computer Science, or Math. The Department also offers a Ph.D. in Mathematical Sciences. This is a joint Ph.D. program with the New Jersey Institute of Technology. Here, combined graduate faculties from both institutions provide research opportunities in a variety of fields including Algebra, Analysis, Data Science, Geometric Group Theory, Kleinian Groups, Low-dimensional Topology, Mathematical Physics, Number Theory, Representation Theory and Teichmuller Theory. For more information, please visit: https://sasn.rutgers.edu/mathematics-and-computer-science.
Posting Summary
Rutgers University- Newark (RU-N), an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise is seeking an Administrative Assistant for the Department of Mathematics and Computer Science in the School of Arts and Sciences-Newark. Reporting to Department Administrator. The Administrative Assistant provides administrative support to the Department and all of its programs, including to the Department's faculty, staff, and students. This individual is a first point of contact for the Department, ensuring effective and efficient operations through a wide range of administrative responsibilities.This position is responsible for and not limited to the following:
  • Assists Department Chair, undergraduate coordinator, graduate coordinator, department staff, and others with coordination and administration of academic programs and student support
  • Manages general inquiries; maintains databases, websites, and social media; arranges and coordinates events and meetings
  • Prepares and processes payroll appointments and transactions
  • Prepares project cost adjustments and business expense reimbursements; among other duties.
  • Manages day-to-day administrative operations of Department's front office.
  • Serves as a first-level contact with the University community; interacts extensively with the student population; and must provide timely and accurate information on the policies and procedures of the Department, SASN, Rutgers University-Newark (RU-N), and the Rutgers system.
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, 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 48372.000
Annual Mid Range Salary 60147.000
Annual Maximum Salary 71921.000
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 http://uhr.rutgers.edu/benefits/benefits-overview.
Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP
Qualifications

Minimum Education and Experience
  • Requires bachelor's degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping, and/or report writing.
  • Requires excellent oral and written communication skills, the ability to handle and prioritize multiple tasks, and to interact successfully with a wide range of individuals at all levels of the University community.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
  • Must be able to work effectively in a fast-paced, deadline-driven, stakeholder-focused, team environment in a large, complex academic department.
Preferred Qualifications
Equipment Utilized
  • Position regularly uses MS Office Suite, Cornerstone, SASN appointments system, ROCS, HCM, SSC, RAPSS, ECRT, REGIS, Course Scheduling System, Infosilem Data Collection Utility (DCU), Degree Navigator, E-Verify, Grad Portal, Course Analysis System, Sakai, Canvas, and knows or will learn any and all systems RU uses for expense reimbursement, absence reporting, time keeping, personnel appointments, parking, telephones, payroll, grant submission, recruitment, student support, course scheduling, facilities and space scheduling and management, event management, website and social media maintenance and updates, and knows or will learn all equipment, software, and specialized materials needed to support the effective and efficient performance of this position.
Physical Demands and Work Environment
  • Fast-paced, deadline-driven, stakeholder focused, confidential, team environment in a large, complex academic department.
  • Must be able to work occasional evenings and weekends.
  • Ability to lift 20 pounds.
Special Conditions
Posting Details

Posting Number 24ST1082
Posting Open Date 05/17/2024
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 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, p regnancy, 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: http://uhr.rutgers.edu/non-discrimination-statement

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