Position Details
Position Information
Recruitment/Posting Title
Administrative Assistant -Confidential
Job Category
Staff & Executive - Administrative & Support
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). The position provides administrative support with Rutgers employee immunization compliance, health affairs policies, and other compliance protocols. Under the supervision of the Senior Program Administrator, this position provides confidential and essential administrative support.
Among the key duties of this position are the following:
- Handles confidential information for immunization and health affairs policy implementation, monitors incoming communications and coordinates responses, runs required immunization reports for units and schools, assists with immunization verification, and communicates with departments regarding other employee health requirements.
- 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.
- 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.
- Assists the Senior Program Administrator with Immunization Waiver committee.
- 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 basis understanding of the mission, vision, role, and goals of the unit, and the tasks and responsibilities of the Administrative Assistant in the achievement of unit goals.
Position Status
Full Time
Hours Per Week
Daily Work Shift
Day
Work Arrangement
FLSA
Nonexempt
Grade
03
Position Salary
Annual Minimum Salary
52200.00
Annual Mid Range Salary
66071.00
Annual Maximum Salary
79941.00
Standard Hours
37.50
Union Description
Administrators Confidential
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
- Bachelor's degree or an equivalent combination of education and /or experience that demonstrates knowledge and understanding of office administration, organization, coordination, and facilitation.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
- Computer literacy and excellent communication skills.
- Excellent organizational, written, and oral communication skills.
Preferred Qualifications
- A minimum of one year working in a university, healthcare, or corporate office setting.
- One year of relevant office, clerical, or related experience.
- Experience working with databases, uploading/downloading data.
- Proficiency with Zoom and WebEx meeting platforms.
Equipment Utilized
- Desktop and laptop computers.
- Office software: word processing, database, and spreadsheet applications. Rutgers specific systems including but not limited to RTR, ROCS, and HCM. 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
- Ability to lift items up to 15 lbs.
- Ability to participate in room set up for events including moving tables and chairs
Special Conditions
Posting Details
Posting Number
25ST0581
Posting Open Date
03/18/2025
Special Instructions to Applicants
Regional Campus
Rutgers University-New Brunswick
Home Location Campus
Rutgers University - New Brunswick
City
New Brunswick
State
NJ
Location Details
Edison, NJ
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: