Administrative Assistant

Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant
Job Category	Staff & Executive - Administrative & Support
Department	Student Health - Nwk
Overview
Posting Summary	Rutgers University- Newark (RU-N), an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise is seeking an Administrative Assistant. Reporting to the Clinical Coordinator, this position administrative support to Student Health Services (SHS) department and staff 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 patient care; thus, this position must be able to create a supportive, organized, and friendly reception area. This position is responsible for and not limited to the following: Demonstrates an understanding that serving students and staff to ensure optimal functioning is a critical component of this role Supports programs, projects, and/or processes with SHS Schedules appointments, arranges and coordinates logistics for all SHS staff as well as for events and meetings Processes various administrative documents and data within Rutgers systems Creates routine informational materials Completes other work consistent with a basic understanding of the mission, vision, role, and goals of the SHS, the Health & Wellness unit, and the Student Affairs Division at large Assists in fiscal support functions, and/or serves as a liaison within and outside the unit 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 Meets all deadlines as indicated by supervisor, and accurately completes tasks Follows all university regulations regarding the management of restricted and unrestricted accounts Maintains effective controls of financial resources Develops accurate, realistic, timely, and fiscally sound purchasing procedures 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 accuracy of expenditures listed and timely payment Ensures all SHS areas are properly maintained and ensures that all office equipment are operating properly. Supervises two support clerical assistants Provides guidance to these two clerical assistants and works collaboratively with all staff of all the Health & Wellness units Provides consistent and timely performance feedback to employees Handles all correspondence for directors on a daily basis Drafts routine correspondence and expedites urgent, confidential, and important correspondence to appropriate personnel as needed. All correspondence follows the university’s style guidelines, is accurate, and is 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 Ensures ample time for meetings and other projects Confirms all appointments via email. Maintains timetables and ensures all deadlines are met Must be flexible and display initiative in working on new tasks Administrative tasks are accomplished carefully and thoroughly, with appropriate questions asked when necessary to ensure that the job is done correctly 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 manage 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.
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 .
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 healthcare.
Preferred Qualifications	Knowledge of de-escalation techniques is preferred.
Equipment Utilized
Physical Demands and Work Environment	Might need to work nights and weekends for events. Typical college health center environment.
Special Conditions

Posting Details

Posting Number	24ST0344
Posting Open Date	02/29/2024
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