Rutgers University Administrative Assistant in New Brunswick, New Jersey


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. Established in 1766 and celebrating a milestone 250th anniversary in 2016, the university is the eighth oldest higher education institution in the United States. More than 67,000 students and 22,000 faculty and staff learn, work, and serve the public at Rutgers locations across New Jersey and around the world.

Counseling, Alcohol and Other Drug Assistance Program & Psychiatric Services (CAPS) was created in September, 2006, by joining the major mental health services on campus into one organization, as part of the Rutgers Health Service. CAPS now includes Counseling Services, Alcohol and Other Drug Assistance Program (ADAP) and Psychiatric Services.

Posting Summary

Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the Department of Counseling, Alcohol and Other Drug Assistance Program & Psychiatric Services (CAPS). This position reports to the Assistant Director for Community Based Services or designee the Administrative Assistant for the CAPS Meso Practice Program coordinates all logistics relevant to the CAPS Meso practitioners/Meso practice programs. Among the key duties of this position are the following:

  • Responsible for planning, scheduling and oversight of logistics relevant to Meso programmatic efforts including space management, scheduling, compiling materials, surveys and outcome data.

  • May assist with advertising for educational programs, prevention/mental health awareness initiatives critical events/post venation concerns and all clinical and community based activities associated with the Meso practice.

  • Manages all planning efforts and correspondence from university personnel regarding community based efforts at CAPS.

  • Sees to the efficient handling of all messages, routing information the appropriate personnel.

  • Maintains a “project list” that details the flow of all Meso Practice initiatives.

  • Gathers and compiles necessary materials for Meso practice programs and services.

  • Reserves space for programs, and arranges collaborative events, keeping campus partners well informed of the anticipated details relevant to the events.

  • Assists with development of and dissemination of survey/outcome data for all programmatic initiatives.

  • Handles all “crisis” calls related to Meso practice activities with a calm, caring attitude.

  • Implements processes to improve service to staff and students in the community.

  • Demonstrates patience and sensitivity with callers who may be upset or otherwise emotional.

  • Ensures the integrity of procedures possessing a thorough understanding of complex levels of information sharing related to FERPA and HIPAA standards.

  • Manages schedules and correspondence for all community based counselors within the Meso practice program as well as designated practitioners within the medical sites on campus.

  • Directly assists with appointments for group and individual visits.

  • Directly assists with the data entry into the electronic health records by obtaining biographical data, emergency contacts, insurance information, scanning of ID cards and insurance verification for students who are in short term treatment with the Meso practice counselors.

  • Assists with referrals and linkages to campus resources for students seeking support from the Meso practice program.

  • Provides accurate and timely responses to all staff, students, parents or others who seek information/assistance about the Meso practice program.

  • Communicates with all levels of staff and all University departments in a professional manner.

  • Attends unit meetings as requested to ensure proper procedures are being followed.


Information about the benefits provided to Rutgers employees can be found at:

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.
Required Knowledge, Skills, and Abilities
  • Computer proficiency, organizational skill and experience working with the public .

  • Must understand and abide by HIPAA and FERPA standards.

  • Additional required skills include knowledge and understanding of collaborative and hierarchical elements of communication in a healthcare environment; a commitment to and understanding of the mission of the CAPS service in relation to the broader University community.

  • Must plan effectively, manage ambiguity and assist with handling problem areas pro-actively.

  • Must demonstrate a strong work ethic, and assume accountability.

  • Must understand and manage confidential communication and information appropriately.

  • Must be committed to continuous improvement of processes, programs and services.

  • Must have a valid driver’s license and own transportation

Preferred Qualifications
  • Interest and/or experience in work within the mental healthcare, behavioral healthcare field.
Physical Demands and Work Environment
  • No physical demands other than transporting material such as a laptop or other equipment to community based sites on campus to deliver programs

Recruitment/Posting Title: Administrative Assistant

Job Category: Administrative/Support

Department: RHS Counseling & Psych Svcs

Position Status: Full Time

Daily Work Shift: Day

FLSA: Nonexempt

Grade: 03

Position Salary: 40,000.

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

Terms of Appointment: Staff - 12 month

Position Pension Eligibility: ABP

Equipment Utilized:

  • Routine software including PowerPoint and excel, and electronic health record

Posting Number: 16ST3179

Posting Open Date: 10/18/2016

Regional Campus: Rutgers University-New Brunswick

Home Location Campus: Cook (RU-New Brunswick)