Position Details

Position Information

Recruitment/Posting Title	Senior Administrative Assistant
Job Category	Staff & Executive - Administrative & Support
Department	SAS - Humanities
Overview	The School of Arts and Sciences (SAS) at Rutgers University is the largest academic unit of the University and is comprised of 41 academic departments spanning humanities, social, physical and life sciences and over 100 different majors, plus programs, centers, bureaus and institutes. SAS has a membership of over 2,000 permanent and temporary faculty (instructional and research), teaching and graduate assistants, part-time lecturers, and post-doctoral appointees, and over 500 administrative staff. Arts and Sciences delivers a wide array of services in support of the teaching, research, and service missions of the School. We are committed to providing academic departments, programs, and centers in the School of Arts and Sciences with reliable and trusted service, clear policies and procedures, innovative technologies, and a commitment to administrative excellence and efficiency. The School of Arts and Sciences promotes anti-racist, inclusive, equity-enhancing ideas and practices both inside and outside of the classroom for our community of educators, staff, and students. This includes a diverse set of voices and experiences. All individuals no matter their race, ethnicity, gender, gender identity, nationality, history, sexual orientation, religious practices, or socio-economic status are valued and respected. The School of Arts and Sciences is especially interested in candidates who can contribute to and support the diversity and excellence of the organization. Applicants are encouraged to include in their cover letter information about how they will further our commitment to these values.
Posting Summary	Rutgers, The State University of New Jersey, is seeking a Senior Administrative Assistant for the School of Arts and Sciences (SAS) – Humanities Department. This position is responsible for providing event support for Centers activities including lectures, conferences, seminars, working group and meetings. The Senior Administrative Assistant is the lead contact for the group’s sponsored project activities, which may entail researcher travel facilitation and sponsored programs. Among the key duties of this position are the following: Supports the Humanities Division and affiliated centers including, but not limited to, the Rutgers Center for Historical Analysis, High School Teacher Institute, Rutgers British Studies Center, Center for Cultural Analysis, Rutgers Advanced Institute for Critical Caribbean Studies, Thomas A. Edison Papers, and Global Asias Initiative. Works closely with the Business Manager and affiliated Principal Investigators, overseeing the submission of grant proposals consistent with sponsor guidelines, instructions, and deadlines. Provides assistance and guidance to faculty members on the pre-award process as needed. Monitors post-award spending and may assist with sponsored project close-out processes under direction of Business Manager. Develops and maintains effective relationships with various stakeholders within SAS and externally. Creates promotional materials and announcements for use in various modes of communication. Maintains centers information and ensures compliance with SAS and university policies on websites and other mediums as requested. Onboards, supervises, and trains student workers and work-study students. Works consistent with an understanding of the mission, scope, vision, role, and goals of the Division of the Humanities, School of Arts and Sciences, and University at large. Serves as a preparer for MarketPlace/HCM transactions and reimbursements related to the Center and sponsored program activities. Performs administrative and financial support duties for the Humanities Division and affiliated programs as needed.
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement	Consistent with the current application of Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement. The flexible work arrangements outlined in Rutgers Policy 60.3.22 are part of a pilot program that is effective September 1, 2022 through August 31, 2024. Therefore, there is no guarantee that this flexible work arrangement will continue beyond that date. Flexible work arrangements are not permanent, are subject to change or cancellation and contingent on the employee receiving approval in the FlexWork@RU Application System. Additional information may be found at https://futureofwork.rutgers.edu .
FLSA	Nonexempt
Grade	05
Position Salary
Annual Minimum Salary	58867.000
Annual Mid Range Salary	73298.000
Annual Maximum Salary	87729.000
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.
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	Bachelor’s degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of office administration, work organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices. Two years relevant experience in an administrative function, good communication skills, and computer literacy.
Certifications/Licenses
Required Knowledge, Skills, and Abilities
Preferred Qualifications	Experience in a college or university environment. Sponsored Project operational experience. Experience in software: HCM, Sciquest, Tableau Reporting.
Equipment Utilized	Teleconferencing equipment, Excel, Word, Adobe, Oracle Cloud applications.
Physical Demands and Work Environment	Lift up to 10 pounds.
Special Conditions

Posting Details

Posting Number	23ST2344
Posting Open Date	09/07/2023
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	College Ave (RU-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.

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 vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. 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.

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