Position Details

Position Information

Recruitment/Posting Title	Secretarial Assistant III
Job Category	AFSCME 1761 (COLT)
Department	Center for Government Services-Level 4
Overview	Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey’s preeminent, comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey, Rutgers University is committed not only to the students and the State that we serve, but also to the faculty and staff who work on our campuses. Ranked in 2022 by Forbes as a top 100 best large employer in America, Rutgers’ commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation’s military veterans, and ensuring accessibility and accommodation for individuals with disabilities.
Posting Summary	Rutgers, The State University of New Jersey, is seeking a Secretarial Assistant III. The Secretarial Assistant III (SA) reports to the Administrative Coordinator and provides administrative support to an assigned Program Coordinator(s) in the planning, implementation and coordination of adult continuing education programs. Job responsibilities include but not limited to: scheduling; registration; research; and processing support from receipt of course setup sheets. Distribute electronic course materials; and maintenance of courses, instructors, payments, and student databases. Among the key duties of this position are the following: Provides confidential and coordinating secretarial/clerical support and renders basic administrative staff assistance to a university administrator or office. Creates elementary databases and spreadsheets; drafts standard reports and informational materials; designs word processing routines to access, manipulate, and transmit files for specific uses; and performs a variety of additional advanced and basic word processing assignments. Arranges meetings and associated logistics, provides information, greets and directs visitors to proper destination, organizes schedules, makes appointments and reservations, maintains records and files, and completes related duties.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement
FLSA	Nonexempt
Grade	15
Position Salary
Annual Minimum Salary	39086.410
Annual Mid Range Salary	46063.140
Annual Maximum Salary	53039.870
Standard Hours	35.00
Union Description	AFSCME - Local 1761 COLT
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.
COVID-19 Immunization Requirement	Under Policy 60.1.35 , 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. Prospective employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster within two weeks (14 calendar days) of eligibility . Based on current guidance, individuals are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of any COVID-19 vaccine authorized or approved for use in the United States by the United States Food and Drug Administration (FDA) and recommended by the Advisory Committee on Immunization Practices (ACIP) of the Centers for Disease Control and Prevention (CDC). Eligibility for a booster against COVID-19 varies and is explained on the University’s web site located at https://coronavirus.rutgers.edu/covid-19-vaccine . Failure to provide proof of primary vaccination and booster will result in rescission of a prospective employee’s offer of employment and/or disciplinary action up to and including termination.
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	PERS

Qualifications

Minimum Education and Experience	Requires a high school/vocational school education or equivalent, plus one of the following: a) Four years secretarial experience; b) One year college level study plus three years of any equivalent combination of: secretarial experience, advanced secretarial training, or clerical experience, provided secretarial experience accounts for at least one year of any such combination; c) An equivalent combination of secretarial experience and up to two years advanced secretarial training. Requires demonstrated data entry/word-processing/typing skills and working knowledge and the ability to use basic spreadsheet, word-processing, database software, and/or email. Must be able to communicate effectively. Must have effective client service skills. May require shorthand, stenographic, and/or machine transcription skills.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
Preferred Qualifications	A minimum of two years of experience in an academic or adult continuing education setting. A college degree is desirable. Municipal government experience in the administration of municipal and/or local government is desirable. Experience using ANCOR registration system, Microsoft Suite programs, Qualtrics, Canvas, DocuSign and Rutgers Box are preferred.
Equipment Utilized	This position uses the following equipment and software on a regular basis: ANCOR registration system, telephone, computer with Microsoft Suite software (Word, Excel and desk-top publishing), fax machine, photocopier and scanners.
Physical Demands and Work Environment
Special Conditions	The SA must have valid driver’s license and access to personal car for travel around the state if necessary. Basic computer skills and experience with Word, Excel are mandatory. This position requires candidate to be able to lift up to 50 lbs

Posting Details

Posting Number	22ST3224
Posting Open Date	09/29/2022
Special Instructions to Applicants	Message to AFSCME Local 1761 (COLT) members ONLY: To apply, an application or resume must be submitted no later than 9:00 a.m. on Monday, 10/07/2022. Although AFSCME Local 1761 (COLT) members have priority consideration, outside applications are accepted as well.
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	Rutgers University - New Brunswick
City	New Brunswick
State	NJ
Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Infection Control and Safety

This position is subject to all Rutgers University policies, including TB surveillance and other infection control and safety policies. Please review the Tuberculosis Surveillance Policy for additional information.

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