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Rutgers The State University Administrative Assistant in New Brunswick, New Jersey

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant
Job Category URA-AFT Administrative
Department SEBS-Continuing Prof Education
Overview
An integral component of Rutgers, The State University of New Jersey and the School of Environmental and Biological Sciences (SEBS), the New Jersey Agricultural Experiment Station (NJAES) provides a diverse range of research, extension, and education programs that serve the people of New Jersey and the urban, suburban, and rural communities in which they live. Through Rutgers Cooperative Extension's (RCE) county offices, dedicated 4-H agents, Extension Specialists, Family & Community Health Sciences educators, and Agriculture and Natural Resources agents work to serve New Jersey residents in every area of the state.
The NJAES Office of Continuing Professional Education has become a nationwide leader in providing quality outreach and public service programs for adult learners through courses and workplace training. We offer practical, high-value programs that enrich our participants with new skills, new careers and new opportunities. By working closely with SEBS, NJAES and RCE, university faculty and staff, private industry and local, regional, and nationwide organizations, we have attracted a team of dedicated instructors who consistently exceed expectations with quality and customer service as the hallmarks of our programs. We are dedicated to helping New Jersey residents and our society achieve a sustainable balance among the goals of human development, economic prosperity, and environmental quality.
Posting Summary
Rutgers, The State University of New Jersey is seeking a Administrative Assistant for the School of Environmental and Biological Sciences. This position reports to the Sr. Project Administrator at the NJAES Office of Continuing Professional Education, this position provides administrative program support to both the Registration and Marketing units.Among the key duties of the position are the following:
  • Processes registrations and registration requests from internal and external customers using a university-approved database, applying established office-wide and university-mandated protocols.
  • Supports effective and efficient marketing services using university-approved systems and tools, applying established office-wide and university-mandated protocols.
  • Delivers high quality, value-added information and documentation to internal and external customers with professional, responsive service considered a top priority.
  • Prioritizes work in a high volume, time-sensitive environment and resolves routine conflicts and issues.
  • Carries out routine tasks within established work parameters for the units, under general supervision with few direct instructions.
  • Carries out non-routine tasks with review of work outputs by supervisor.
  • Completes work consistent with a broad understanding of the mission, vision, role, and goals of both the registration and marketing units and the Office of Continuing Professional Education as a whole; understands the tasks and responsibilities of the Administrative Assistant in the achievement of OCPE's goals.
  • Performs professional work that requires knowledge, understanding, and implementation of general administrative/office management best practices.
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 .
FLSA Nonexempt
Grade 03
Position Salary 48372-49000
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 .
Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP
Qualifications

Minimum Education and Experience
  • Requires a bachelor's degree from an accredited institution in a related field or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration.
Certifications/Licenses
  • Requires a valid driver's license and successful completion of the university's defensive driving program upon hiring.
  • Must successfully complete university's Defensive Driving Class within six months of hire.
Required Knowledge, Skills, and Abilities
  • Strong prioritization, time management, problem solving, coordination, and organizational skills required.
  • Succinct, articulate, clear, and effective communication verbally and in writing with an emphasis on spelling and accuracy.
  • Fast and effective proofreading skills.
  • Excellent computer skills required, including demonstrated proficiency in Microsoft Office Suite, spreadsheet and database applications; an understanding of mail merges; accurate and fast data entry; effective web research skills.
  • Other skills required: basic math skills; strong attention to detail; punctuality; good judgement; ability to adapt to high pressure, fast-paced, challenging environment; flexibility to handle multiple tasks effectively with a positive attitude in the face of interruptions and changing priorities; and ability to respond quickly and with patience, tact, and professionalism to customer service inquiries and complaints reflecting a pursuit of high-quality customer service as a priority in all situations.
Preferred Qualifications
  • Knowledge of Salesforce preferred.
  • Background in customer service, continuing education, and/or marketing desired.
Equipment Utilized
  • Hardware used includes desktop computer, copier, fax machine, laptop, POS terminals, label makers. Software used includes Rutgers approved registration database, Microsoft Suite (Word, Excel, Outlook, OneDrive, SharePoint, Teams, etc.), Rutgers payment gateway, Zoom, Box, Salesforce, Canva, Constant Contact, WordPress.
  • Other hardware or software not listed here may also be required to be used.
Physical Demands and Work Environment
  • Travel to offsite programs/meetings is required; however, most programs are located on Cook/Douglass campuses.
  • Ability to lift up to 25 lbs.
  • This position is expected to dress professionally for meetings, conferences, classes, and events with internal and external clients.
Special Conditions
  • This position may occasionally be required to work outside normal business hours (early morning, late afternoon/evening, weekends) as needed depending on programs/events.
Posting Details

Posting Number 24ST0211
Posting Open Date 02/06/2024
Special Instructions to Applicants
Regional Campus Rutgers University-New Brunswick
Home Location Campus Cook (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 100.3.1 , 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:

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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