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Administrative Assistant

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Position Details

Position Information

Recruitment/Posting Title Administrative Assistant
Job Category Staff & Executive - Administrative & Support
Department FASN - History
Overview

The Department of African American and African Studies at Rutgers University-Newark offers students an opportunity to study the cultures of the African diaspora, from a variety of disciplinary perspectives. Our course offerings focus particularly on the United States, Africa, and the Caribbean, and we hope to include courses on Afro-Hispanic culture in future. Our faculty are trained in diverse fields – anthropology, film studies, literature, history, political science, to name a few — and our courses are often interdisciplinary in nature. All of the courses are designed to integrate scholarship on gender, race, and class.

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 who will be reporting to the Department Administrator in the Departments of History and African American and African Studies at the College of Arts and Sciences.

The Administrative Assistant serves as the first-level contact with the University community; interacts extensively with the student population; and must provide timely and accurate information on the policies and procedures of the Departments, FASN, the University, and the system. The person in this role will work under general supervision, often with specific instructions on routine or semi-routine work and within established work parameters, but the must exercise considerable day-to-day discretion and autonomy.

The Administrative Assistant will provide administrative support to the departments, including faculty, staff, and students. This person must be able to multitask in a fast-paced, customer service-focused environment with an understanding of the mission, vision, role, and goals of the Departments, FASN, and RU-N, and the role the tasks and responsibilities of this position play in the achievement of these goals.

The duties include but are not limited to:
- Assists the Department Chairs, Graduate Director, and Undergraduate Director with the coordination and administration of academic programs; manages general inquiries; maintains databases
- Arranges and coordinates events and meetings
- Prepares and processes payroll appointments and transactions; prepares business expense reimbursements; and maintains the websites and social media presence, among other duties
- Responsible for managing the day-to-day administrative operations of front office.

The Administrative Assistant will perform professional work that requires knowledge of general administrative/office management practices as well as specific knowledge of University policies and procedures.

For more information on the Departments of History and African American and African Studies at the College of Arts and Sciences please visit: http://ncas.rutgers.edu/afam

Position Status Full Time
Hours Per Week
Daily Work Shift Day
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
Benefits

Information about the benefits provided to Rutgers employees can be found at: http://uhr.rutgers.edu/benefits/benefits-overview

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

Qualifications

Minimum Education and Experience

Requires a bachelor’s degree, 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.

Required Knowledge, Skills, and Abilities

Requires excellent oral and written communication skills, the ability to handle and prioritize multiple tasks, and to interact successfully and confidentially with a wide range of individuals at all levels of the University community. Must be able to work occasional evenings and weekends.

Preferred Qualifications

Knowledge of Rutgers University systems, accounting and grants management preferred.

Equipment Utilized

Position regularly uses MS Office Suite, Cornerstone, Marketplace, iExpense, EMS, ANCOR, Discoverer, HCM, SSC, RAPSS, SSC, Course Scheduling System, E-Verify, PTL database, Grad Portal, Blackboard, Course Analysis System, Sakai, Blackboard and knows or will learn any and all systems Rutgers University (RU) uses for expense reimbursement, budget and grant preparation and maintenance, parking, telephones, payroll, student support, 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

Front offices are a fast-paced, customer service-focused environments. Position supports two departments and may split time between two departments and the Dean’s Office. May require a criminal background check. Must be able to work occasional evenings and weekends. Should have the ability to move and/or lift items weighing up to 30 pounds.

Special Conditions

Posting Details

Posting Number 17ST2362
Posting Open Date 06/10/2017
Special Instructions to Applicants
Regional Campus Rutgers University-Newark
Home Location Campus Rutgers University-Newark
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: http://uhr.rutgers.edu/non-discrimination-statement

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What is the highest level of education you have completed?
    • High School Diploma/GED
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • Ph.D.
  2. * Do you have experience in creating, managing and tracking multiple budgets?
    • Yes
    • No
  3. * How many years of administrative work experience do you have in the field of higher education?
    • 0-1
    • 2-4
    • 5-8
    • 8+

Applicant Documents

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