Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant
Job Category	Staff & Executive - Administrative & Support
Department	SASN - Psychology
Overview	Psychology department at Rutgers University – Newark (RU-N) is made up of world-class experts in development, perceptual, social, psychology, and cognitive neuroscience.  Members of our department engage in research collaborations that cross departments, campuses, institutions, and countries, engaging with and serving the greater Newark area, providing invaluable hands-on lab experience to undergraduates, and fostering student involvement in research.  It is also home to the most popular RU-N Major.
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. A member of the Department of Psychology team embracing the challenges of achieving department goals and supporting team efforts to grow together, the Administrative Assistant provides administrative support to the Department and all its programs, including to the Department’s faculty, staff, and students. Responsibilities include, but are not limited to, the following. Assists Department Chair, graduate coordinators, and undergraduate coordinators with coordination and administration of academic programs and student support Manages general inquiries Maintains databases, websites, and social media Arranges and coordinates events and meetings Prepares and processes payroll appointments and transactions Prepares project cost adjustments and business expense reimbursements Manages day-to-day administrative operations of Department’s front office Serves as the first-level contact with University community Interacts extensively with the student population Provides timely and accurate information on the policies and procedures of the Department, SASN, Rutgers University-Newark (RU-N), and the Rutgers system Maintains professional demeanor and multitasks in a fast-paced, stakeholder-focused, confidential, team environment and completes work consistent with a basic understanding of the mission, vision, role, and goals of the Department, SASN, RU-N and the tasks and responsibilities of the position in the achievement of these goals.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
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	03
Position Salary
Annual Minimum Salary	44831.000
Annual Mid Range Salary	55743.000
Annual Maximum Salary	66655.000
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 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.
Certifications/Licenses
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, stakeholder-focused, team environment in a large, complex academic department.
Preferred Qualifications
Equipment Utilized	Position regularly uses MS Office Suite, Cornerstone, SASN appointments system, ROCS, HCM, SSC, RAPSS, ECRT, Course Scheduling System, Degree Navigator, E-Verify, Grad Portal, Blackboard, Course Analysis System, Sakai, Canvas, and knows or will learn any and all systems RU uses for expense reimbursement, absence reporting, time keeping, personnel appointments, parking, telephones, payroll, grant submission, recruitment, student support, course scheduling, facilities and space scheduling and management, event management, website and social media maintenance and updates, and knows or will learn all 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, stakeholder focused, confidential, team environment in a large, complex academic department Must be able to work occasional evenings and weekends
Special Conditions

Posting Details

Posting Number	23ST2361
Posting Open Date	09/09/2023
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