New

Administrative Assistant

Rutgers University

United States, New Jersey, New Brunswick

May 09, 2025

Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant
Job Category	URA-AFT Administrative
Department	IPO-Envir. Health & Safety
Overview	The Division of Institutional Planning & Operations (IP&O) employs a workforce of approximately 2,700 staff, represented by 15 collective negotiations agreements, and is responsible for institutional strategic initiatives and operations, which encompasses an expansive range of comprehensive service and business operations across the State of New Jersey. These include planning and construction, facilities, public safety and emergency operations, environmental health and safety, transportation, housing, and auxiliary/retail operations.
Posting Summary	Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the Division of Institutional Planning & Operations (IP&O). Reporting to the Senior Program Administrator, provides day-to-day administrative support for Rutgers Environmental Health and Safety. The primary functions of this position are to perform administrative duties: composition of letters, billings, services as an internal buyer for IPO in RIAS, prepares purchase orders in RIAS, and processes invoices. Among the key duties of this position are the following: Provides administrative support to unit management by assisting with the coordination and administration of programs, projects, and/or processes and with the preparation and control of records, statistics, reports, and documents. Schedules appointments, arranges and coordinates logistics for events and meetings. Processes various administrative documents and data. Creates routine informational materials. Completes other work consistent with a basic understanding of the mission, vision, role, and goals of the administrative, academic, or research unit, and the tasks and responsibilities of the Administrative Assistant in the achievement of unit goals. May assist in basic unit supporting research activities, perform some fiscal support functions, and/or serve as liaison within and outside unit. Works under direct supervision, with specific instructions on routine or semi-routine work and within established work parameters for the unit. Work is usually reviewed upon completion. Performs professional work that requires knowledge of general administrative/office management practices and the basic application and use of concepts, theories, and terminology of unit administration.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
FLSA	Nonexempt
Grade	03
Position Salary
Annual Minimum Salary	50065.00
Annual Mid Range Salary	62252.00
Annual Maximum Salary	74438.00
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	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.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Good communication skills and computer literacy.
Preferred Qualifications
Equipment Utilized	Desktop and laptop computers. Office software: word processing, database, and spreadsheet applications. Rutgers-specific systems. Web applications, including school-specific, university-wide, and public systems. Expected to use and be familiar with copier machines, fax, and other office equipment.
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number	25ST0978
Posting Open Date	05/09/2025
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	Rutgers University - New Brunswick
City	New Brunswick/ Edison
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, 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: http://uhr.rutgers.edu/non-discrimination-statement