Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant
Job Category	Staff & Executive - Administrative & Support
Department	Counseling Center - Nwk
Overview	Counseling Center  The Counseling Center at Rutgers University-Newark supports the mental health & well-being of our diverse student community. A passionate and dedicated staff of licensed clinicians work to create a safe and therapeutic environment where students can find the support they need. Our care is holistic and culturally responsive, providing an affirming space where our students can work to achieve a sense of well-being that maximizes their potential.
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. Providing administrative support to the Assistant Vice Chancellor for Student Health & Wellness and the counseling center by assisting with the coordination and administration of all front desk operations and calendaring. Most critically, this position will be the first point of contact for students seeking mental health treatment; thus, this position must be able to create a supportive, organized, and friendly reception area. Must demonstrate understanding that serving students and staff to ensure optimal functioning is a critical component of this role. This position will also support programs, projects, and/or processes with the center and the health & wellness unit. Schedules appointments, arranges and coordinates logistics for all counseling center staff and AVC, as well as for events and meetings. This position is responsible for and not limited to the following: Processes various administrative documents and data within Rutgers systems Works under direct supervision, with specific instructions on routine or semi routine work and within established work parameters for the unit. Work is usually reviewed upon completion Performs professional work that requires knowledge of general administrative/office management practices and the basic application and use of concepts, theories, and terminology of mental health offices Works with business manager/HR liaison to ensure all operations occur in a timely and efficient manner (i.e. purchase requisitions) and dispatches within 48 hours Ensures all counseling center areas are properly maintained, and ensures that all office equipment are operating properly Supervises and provides guidance to two part-time support clerical assistants and works collaboratively with all staff of all the Health & Wellness units All correspondence follows the university’s style guidelines, is accurate, and free from errors. Organizes correspondence in priority order; exercises discretion in ordering documents for immediate action and forwards pertinent correspondence directly to associates for their attention and follow up Coordinates the AVC and Director’s schedules Responds to all inquiries and correspondence for the Director Demonstrates a working knowledge of university policies and procedures Understands and complies with the strictest confidential standards as required by law when working within a mental health setting Must maintain calm, supportive attitude at all times and manages the demands and challenges of the position
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement	This position requires a fully on-site work arrangement. (Approval not required)
FLSA	Nonexempt
Grade	03
Position Salary
Annual Minimum Salary	48372.000
Annual Mid Range Salary	60147.000
Annual Maximum Salary	71921.000
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	Requires a 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. Also requires good communication skills and computer literacy.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Must have experience working in a confidential setting and understand the confidentiality laws governing mental healthcare
Preferred Qualifications
Equipment Utilized	Titanium, an electronic health records system Knowledge of the RU systems preferred
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number	23ST2822
Posting Open Date	10/30/2023
Special Instructions to Applicants
Regional Campus	Rutgers University-Newark
Home Location Campus	Rutgers University-Newark
City	Newark
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