Administrative Assistant Job at Rutgers University
Position Details
Position Information
Recruitment/Posting Title
Administrative Assistant
Job Category
Staff & Executive - Administrative & Support
Department
SASN -RUBIC (Rutgers Brain Imaging Center)
Overview
Rutgers University Brain Imaging Center (RUBIC) is a full-service research center which provides access to TWO 3T SIEMENS (TRIO, PRISMA) MR scanners and related research equipment and support. RUBIC enables researchers from Rutgers University campuses as well as those from nearby institutions (e.g. Kessler Foundation, NYU, Columbia, etc.) to develop new research strategies and increase understanding of brain processes underlying typical functioning (e.g. human development, learning and memory, perceptual dynamics, neuroeconomics, computational neuroimaging) as well as atypical functioning such as that associated with developmental problems, mental illness, and addiction. Research at RUBIC is supported at present by various agencies and foundations including NSF, NIH, NIDA, NEI, and the James S. McDonnell Foundation.
Posting Summary
Rutgers University-Newark, an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise is seeking an Administrative Assistant. Reporting to the Director of the Rutgers University Brain Imaging Center (RUBIC), within the School of Arts and Sciences-Newark (SASN), Rutgers University-Newark (RU-N), provides administrative support for RUBIC, including co directors, faculty, staff, investigators, subjects, and other visitors.
This position is responsible for and not limited to the following:
- Manages general inquiries and office traffic
- Orders and manages supplies
- Maintains database
- Arranges and coordinates travel, events, and meetings
- Prepares and processes payroll appointments and transactions
- Prepares project cost adjustments, invoices, and business expense reimbursements
- Updates website and social media
- Manages day-to-day administrative operations of front office
- Serves as the first level contact with University community by interacting extensively with the external stakeholders, and must provide timely and accurate information on the policies and procedures of the RUBIC, SASN, RU-N, and the Rutgers system
- Performs professional work requiring knowledge of general administrative/office management practices as well as specific knowledge of University policies and procedures
- Must be able to maintain professional demeanor and multitask in a fast-paced, stakeholder-focused, confidential environment and complete work consistent with a basic understanding of the mission, vision, role, and goals of RUBIC, SASN, RU-N and the tasks and responsibilities of the position in the achievement of these goals. Works under direct supervision, with specific instructions on routine or semi-routine work and within established work parameters and work is usually reviewed upon completion
Position Status
Full Time
Hours Per Week
Daily Work Shift
Work Arrangement
This position requires a fully on-site work arrangement. (Approval not required)
FLSA
Nonexempt
Grade
03
Position Salary
Annual Minimum Salary
44831.000
Annual Mid Range Salary
55743.000
Annual Maximum Salary
66655.000
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
- 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
Certifications/Licenses
Required Knowledge, Skills, and Abilities
- 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 and external community
- Must be able to work in a fast-paced, deadline-driven, stakeholder-focused environment
Preferred Qualifications
- Knowledge of Rutgers University systems preferred
Equipment Utilized
- Position regularly uses Apple and PC, MS Office Suite, Cornerstone, ARS, ROCS, HCM, RAPSS, ECRT, E-Verify, Adobe products, mass-mailing programs, social media platforms, and knows or will learn any and all systems RUBIC and Rutgers University (RU) use for expense reimbursement, invoicing, procurement, parking, telephones, payroll, grant submission, web and social media updates, recruitment, scheduling, facilities and space management, and the 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 environment
Special Conditions
Posting Details
Posting Number
23ST1201
Posting Open Date
05/10/2023
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 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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