Skip to Main Content

Administrative Assistant II

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

If you would like to bookmark this position for later review, click on the Bookmark link.  If you would like to print a copy of this position for your records, click on the Print Preview link.

Position Details

Position Information

Recruitment/Posting Title Administrative Assistant II
Job Category Staff & Executive - Administrative & Support
Department SAS - DLS - OMUSP

The Division of Life Sciences coordinates, fosters and integrates the instructional and research activities of a broad range of faculty with interests in the biological sciences. The principal units of the Division include four departments, Cell Biology and Neuroscience, Genetics, Kinesiology and Health, and Molecular Biology and Biochemistry, as well as two sections, the Biological Chemistry section of the Department of Chemistry, and the Behavioral Neuroscience section of the Department of Psychology. The primary goal of the Division is to provide a high caliber of interdisciplinary teaching and research in the life sciences as we train the next generation of teachers, researchers, and health-care professionals.

Posting Summary

Rutgers, The State University of New Jersey, is seeking an Administrative Assistant II for The School of Arts and Sciences – Division of Life Sciences. The Administrative Assistant II reports directly to the two Assistant Directors of the Office for Diversity and Academic Success in the Sciences. This position interacts extensively with undergraduates and other individuals across the New Brunswick/Piscataway Campus in promoting academic achievement and is responsible for providing secretarial assistance to all ODASIS staff members. Key responsibilities include: staff and program support, general office support, database and record management and maintaining program information.

Among the key duties of this position are the following:
• Assists in the preparation of endorsement forms, reports and grant proposals and
• Interacts with internal and external partners as required.
• Maintains the Assistant Directors’ appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Maintains and protect program functions by keeping information confidential.
• Assists Office Manager with organizing and overseeing all aspects of ODASIS events such as the Fall Orientation, Motivational Workshop, Access Med committee Meetings, Rutgers & ODASIS Open houses and Access Med Dinner.
• Responds positively to phone calls and emails and pleasantly greet visiting staff, administrators, recruiters and students
• Distributes and responds accordingly to incoming mail
• Interacts with Faculty, students, and staff to coordinate room scheduling
• Ensures proper operation of equipment in both ODASIS offices by following manufacturer’s instructions; troubleshoots malfunctions; calls for repairs; maintains equipment inventories; evaluates new equipment and techniques.
• Develops and maintains an updated database of ODASIS Alumni and Access Med participants.
• Updates and maintains all ODASIS bulletin boards in the Beck and Nelson offices and ensure related information is accurate

Position Status Full Time
Hours Per Week
Daily Work Shift
FLSA Nonexempt
Grade 03
Position Salary
Annual Minimum Salary 40026.000
Annual Mid Range Salary 49768.500
Annual Maximum Salary 59511.000
Standard Hours 37.50
Union Description URA-AFT Administrative
Payroll Designation PeopleSoft

Information about the benefits provided to Rutgers employees can be found at:

Seniority Unit
Terms of Appointment Staff - 12 month
Position Pension Eligibility ABP


Minimum Education and Experience

• Bachelor’s Degree; or an equivalent combination of education and/or experience.

Required Knowledge, Skills, and Abilities

• Ability to prioritize tasks, meet deadlines and maintain a high level of performance.
• Ability to multi-task.
• Must be able to function as a team player.
• Strong interpersonal, organization and problem-solving skills.
• Demonstrate excellent written and oral communication skills.
• Experience with computers and the application of information technologies to enhance efficiency of operations.
• Professional, service-oriented demeanor.
• Ability to communicate with and establish a friendly, yet professional, rapport with students of diverse educational, economical, and cultural backgrounds .
• Occasionally attend evening and weekend events to promote the ODASIS office.

Preferred Qualifications

• Previous work experience in student affairs or a university environment is preferred.

Equipment Utilized

• Microsoft Office Suite, Cornerstone

Physical Demands and Work Environment
Special Conditions

• Vacation time cannot be taken during the two weeks preceding and the two weeks after the beginning of classes nor the week preceding student orientation, Graduation and Awards Ceremony, or other program-wide events.

Posting Details

Posting Number 17ST2372
Posting Open Date 06/10/2017
Special Instructions to Applicants
Regional Campus Rutgers University-New Brunswick
Home Location Campus Busch (RU-New Brunswick)
Location Details

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:

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
  3. List of References
Optional Documents