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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 - General
Department FASN-Math & Computer Science

The Department of Mathematics and Computer Science at Rutgers University-Newark offers undergraduate degrees in Mathematics, Applied Mathematics, Computer Science, and Information Systems in the Newark College of Arts and Sciences and in the University College.

The Department also offers a Ph.D. in Mathematical Sciences. This is a joint Ph.D. program with the New Jersey Institute of Technology. Here, combined graduate faculties from both institutions provide research opportunities in a variety of fields including: Algebra, Analysis, Geometric Group Theory, Kleinian Groups, Low-dimensional Topology, Mathematical Physics, Number Theory, Representation Theory and Teichmüller Theory.

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 which will be reporting to the Business Specialist Supervisor in the Department of Math and Computer Science at the College of Arts and Sciences.

The Administrative Assistant provides administrative support to the Department of Mathematics and Computer Science within the Faculty of Arts and Sciences Newark (FASN), including to the department’s faculty, staff, and students. Assists Department Chair, Graduate Coordinator, and Undergraduate Coordinator.

The Administrative Assistant serves as the first-level contact with University community; interacts extensively with the student population; and must provide timely and accurate information on the policies and procedures of the Department, FASN, Rutgers University-Newark (RU-N), and the Rutgers system. This person must be able to maintain professional demeanor and multitask in a fast-paced, customer-service focused, confidential environment and complete work consistent with a basic understanding of the mission, vision, role, and goals of the Department, FASN, RU-N and the tasks and responsibilities of the position in the achievement of these goals.

The duties and responsibilities include but are not limited to:
- 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 project cost adjustments and business expense reimbursements
- Updates events on website and social media
- Manages day-to-day administrative operations of Department’s front office

The person in this role works under direct supervision, with specific instructions on routine or semi-routine work and within established work parameters. Work is usually reviewed upon completion. Performs professional work requiring knowledge of general administrative/office management practices as well as specific knowledge of University policies and procedures.

For more information on the Department of Math and Computer Science at the College of Arts and Sciences; please visit:

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

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

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.

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 community. Must be able to work in a fast-paced, deadline-driven, customer-service focused environment.

Preferred Qualifications

Knowledge of Rutgers University systems preferred.

Equipment Utilized

Position regularly uses MS Office Suite, Cornerstone, SciQuest (RU Marketplace), ARS, ROCS, ATS, HCM, SSC, RAPSS, ECRT, REGIS, WebReg, Degree Navigator, Course Scheduling System, E-Verify, PTL/Academic Appointment/FASN appointment database, Grad Portal, Blackboard, Course Analysis System, Sakai, Adobe products, mass-mailing programs, social media platforms, and knows or will learn any and all systems Rutgers University (RU) uses for expense reimbursement, parking, telephones, payroll, grant submission, web and social media update, recruitment, 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

Fast-paced, deadline-driven, customer-service focused, confidential environment. Individual should have the ability to move and/or lift items weighing up to 30 pounds.

Special Conditions

Posting Details

Posting Number 17ST2379
Posting Open Date 06/15/2017
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:

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. * How many years of experience do you have as an administrative assistant?
    • 0 to 1
    • 2 to 4
    • 5 to 8
    • 8+
  3. * Are you proficient in Microsoft Suite?
    • Yes
    • No

Applicant Documents

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