Rutgers University Senior Administrative Assistant in New Brunswick, New Jersey
The School of Environmental and Biological Sciences, located on the George H. Cook Campus, is one of the largest schools of Rutgers University in New Brunswick, New Jersey.
We pursue excellence in research, teaching, and outreach in areas of study that address the biological spectrum from organisms to ecosystems. Our emphasis is on both the fundamental sciences and the social and human dimensions.
We offer 21 undergraduate majors, including plant and animal sciences, microbiology, biotechnology, agriculture and food systems, landscape architecture, food and nutritional sciences, ecology and evolution, marine science and oceanography, environmental sciences and meteorology, human ecology, entomology, and environmental economics.
In addition to instruction in the classroom, field, and laboratory, our students have opportunities for experiential learning on and off campus, including a growing emphasis on international experiences through short- and long-term study abroad.
Rutgers, The State University of New Jersey, is seeking a Senior Administrative Assistant for the School of Environmental and Biological Sciences, Department of Academic Programs. This individual will provide all executive/administrative support for the Academic Dean, who is responsible for all undergraduate and graduate programs, budget, and general administration for the School of Environmental and Biological Sciences. This position will coordinate and maintain Academic Dean’s schedule, including faculty and committee meetings, meetings with Vice Presidents, Dean, Chairs and Directors, students and staff; handle telephone and in-person inquiries; carry out routine and non-routine tasks with little or no supervision; prepare correspondence, memos, and emails for the Dean; monitor deadlines and manage reappointments (e.g., UPDs whose terms are expiring; appointments to School committees; etc.); handle and manage confidential and personnel matters. Among the key duties of this position are the following:
Coordinates all special events for the Office of Academic Programs including SEBS Convocation and SEBS involvement with University Commencement, Baccalaureate Ceremony, Freshmen Induction Ceremony and SEBS Excellence Awards, and others as they arise. This coordination includes attending meetings, arranging for venues, catering, advertising, and awards (plaques, etc.), working with vendors and choral groups, arranging photography and flowers, preparing agendas and more involved written materials (Convocation Booklet), and working with Facilities and Public Safety.
Works with student committees in planning Baccalaureate and other ceremonies and working with SEBS Student Ambassadors.
Orders office supplies including stationery, envelopes, copy paper, ink, etc. and anticipating what is needed; contracting with vendors concerning copier, Scantron maintenance and supplies, and other purchases.
Arranges for equipment repairs; and monitoring absences and entering information into ARS.
Responsible for the Dean’s operating, convocation and discretionary accounts which requires use of purchasing system for processing PO’s, check requests, TABER’s, journal entries, etc. and use of ROCS to enter payroll information.
Keeps Dean apprised of bottom lines and looming budgetary and personnel issues
Coordinates and maintain Academic Dean’s schedule, including faculty and committee meetings, meetings with Vice Presidents, Dean, Chairs and Directors, students and staff.
Handles telephone and in-person inquiries.
Carries out routine and non-routine tasks with little or no supervision; prepare correspondence, memos, and emails for the Dean.
Monitors deadlines and manage reappointments (e.g., UPDs whose terms are expiring; appointments to School committees; etc.); handle and manage confidential and personnel matters.
Responsible for all academic special events held by the School including contracting with vendors, coordinating staff, etc.
Information about the benefits provided to Rutgers employees can be found at: http://uhr.rutgers.edu/benefits/benefits-overview
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, work organization, coordination, facilitation, bookkeeping, and/or report writing principles and practices.
Also requires a minimum of two years relevant experience in an administrative function, good communication skills, and computer literacy, preferably in an academic area.
Required Knowledge, Skills, and Abilities
Experience that demonstrates understanding of office administration, work organization, coordination, and bookkeeping.
High level of competence with computers and electronic communication, excellent organizational and communications skills, and understanding of office administration
Individual needs a thorough knowledge of management principles, applicable regulations and University policies and procedures and how to apply them
Extensive administrative experience and knowledge of the University and University policies and procedures and how to implement them.
Word processing/computer skills including Microsoft Word, Excel, Outlook, HCM, ARS and new purchasing system.
Recruitment/Posting Title: Senior Administrative Assistant
Job Category: Administrative/Support
Department: SEBS-Acad Programs & Research
Position Status: Full Time
Daily Work Shift: Day
Annual Minimum Salary: 52557.000
Annual Mid Range Salary: 65441.500
Annual Maximum Salary: 78326.000
Standard Hours: 37.50
Union Description: URA-AFT Administrative
Payroll Designation: PeopleSoft
Terms of Appointment: Staff - 12 month
Position Pension Eligibility: ABP
Posting Number: 16ST3178
Posting Open Date: 10/18/2016
Regional Campus: Rutgers University-New Brunswick
Home Location Campus: Cook (RU-New Brunswick)