Senior Administrative Assistant Job at Rutgers University
Position Details
Position Information
Recruitment/Posting Title
Senior Administrative Assistant
Job Category
Staff & Executive - Administrative & Support
Department
SEBS - Dean's Office
Overview
The School of Environmental and Biological Sciences, located on the George H. Cook Campus, is one of the largest schools of Rutgers University in New Brunswick, New Jersey. We pursue excellence in research, teaching, and outreach in areas of study that address the biological spectrum from molecules to ecosystems. Our emphasis is on both the fundamental sciences and the social and human dimensions. We offer 21 undergraduate majors, including plant and animal sciences, microbiology, biotechnology, agriculture and food systems, landscape architecture, food and nutritional sciences, ecology and evolution, marine science and oceanography, environmental sciences and meteorology, human ecology, entomology, and environmental economics.
In addition to instruction in the classroom, field, and laboratory, our students have opportunities for experiential learning on and off campus, including a growing emphasis on international experiences through short- and long-term study abroad. Students also have access to a robust program of applied research and outreach hosted by the New Jersey Agricultural Experiment Station laboratories, farms, business incubators, and marine stations throughout the state.
Posting Summary
Rutgers, The State University of New Jersey, is seeking a Senior Administrative Assistant for The School of Environmental and Biological Sciences- Dean’s Office. This position provides professional level administrative support for several departments within the Office of the Executive Dean of the School of Environmental and Biological Sciences and the New Jersey Agricultural Experiment Station. Reporting to the Senior Associate Dean for Finance and Administration, this position coordinates the administrative support for that position as well as for the Director of Human Resources, SEBS. In addition this position will support the SEBS Office of Communication and Marketing for routine administrative matters.
Among the key duties of this position are the following:
Among the key duties of this position are the following:
- Supports Senior Associate Dean of Finance and Administration – creates informational materials and presentations, utilizing Oracle financial system, Excel, and other programs.
- Utilizes data to create individual slides, informational materials and full presentations.
- Schedules appointments for the Senior Associate Dean.
- Coordinates administration of faculty personnel matters, performing a wide variety of administrative and support services, including administration and tracking of appointments, reappointments and promotions of non-tenure track (NTT) faculty, (currently 72 in SEBS/NJAES) utilizing NTT data management system.
- Responsible for administration of faculty leave programs.
- Responsible for creation and maintenance of all SEBS/NJAES organization charts using Vizio or alternative software.
- Acts as liaison/resource to the SEBS Appointments and Promotion (A&P) Committee, maintains spreadsheets, manages notifications to departments/chairs. Liaisons with Office of University Labor Relations.
- Maintains multiple databases, including inventory of rental/leasing agreements as it relates to real estate, land and equipment and vehicles (insurance registration) Works with designer/planner and internal/external vendors for office renovations, remodeling and furniture purchases.
- Responsible for copier and printer maintenance, office supplies and general procurement for the Office of the Executive Dean.
- Provides administrative support to the Office of Communication and Marketing when needed. Other duties as assigned.
Position Status
Full Time
Hours Per Week
Daily Work Shift
Day
Work Arrangement
This position requires a fully on-site work arrangement.
FLSA
Exempt
Grade
05
Position Salary
Annual Minimum Salary
58867.000
Annual Mid Range Salary
73298.000
Annual Maximum Salary
87729.000
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.
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.
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 or an equivalent combination of education, and /or experience that demonstrates knowledge and understanding of office administration, work organization, coordination, facilitation and report writing principles and practices.
- Two years of relevant experience. Strong computer skills, and good communication skills.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
Preferred Qualifications
- Experience in a higher education environment.
- Experience in a high visibility position.
- Ability to manage multiple priorities and serve multiple offices.
Equipment Utilized
- MS office suite, communications software.
- Experience with Oracle financial systems preferred.
Physical Demands and Work Environment
Special Conditions
Posting Details
Posting Number
23ST0229
Posting Open Date
02/03/2023
Special Instructions to Applicants
Regional Campus
Rutgers University-New Brunswick
Home Location Campus
Cook (RU-New Brunswick)
City
New Brunswick
State
NJ
Location Details
Martin Hall
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 fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. 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.
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