Senior Administrative Assistant (SAS Honors Program)

Position Details

Position Information

Recruitment/Posting Title	Senior Administrative Assistant (SAS Honors Program)
Job Category	URA-AFT Administrative
Department	Undergrad Education - Honors
Overview	The School of Arts and Sciences (SAS) is the largest academic unit at Rutgers University and the center of the undergraduate experience on the Rutgers–New Brunswick campus and is comprised of 41 academic departments spanning the liberal arts. SAS offers more than 100 majors and minors across the life sciences, humanities, social and behavioral sciences, and mathematical and physical sciences with research centers and institutes across the school. With a diverse student body of more than 20,000 students, SAS has a membership of over 1,700 faculty members, more than 500 administrative staff, and 200,000 living alumni. SAS delivers a wide array of services in support of the teaching, research, and the mission and goals of Rutgers University. The School of Arts and Sciences promotes anti-racist, inclusive, equity-enhancing ideas and practices both inside and outside of the classroom for our community of educators, staff, and students. This includes a diverse set of voices and experiences. All individuals no matter their race, ethnicity, gender, gender identity, nationality, history, sexual orientation, religious practices, or socio-economic status are valued and respected. The School of Arts and Sciences is especially interested in candidates who can contribute to and support the diversity and excellence of the organization. Applicants are encouraged to include in their cover letter information about how they will further our commitment to these values.
Posting Summary	Rutgers, The State University of New Jersey, is seeking a Senior Administrative Assistant for the Undergrad Education – Honors Department. This role works under the supervision of the Administrative Director and Academic Dean of the SAS Honors Program to provide direct administrative support for both regular program needs and special initiatives. Among the key duties of this position are the following: Provides the principal coordination, support, and administration of programs, projects, and/or processes necessary for the effective operation of the School of Arts and Sciences Honors Program. Works independently within broadly defined work parameters in both specialized and general areas of concentration with few direct instructions. Carries out routine and non-routine tasks with occasional review of work outputs by the Administrative Director. Coordinates daily operations in the SAS Honors Program. Prepares, implements, and standardizes department processes and procedures. Ensures the accurate recording of and updates to student data and ensures the confidential handling of student data and other information in the main and the campus offices. Organizes, collects, and interprets data collected from a wide range of Rutgers University databases for use by the Administrative Director, Academic Dean, and other members of the Honors Program staff. Provides direction and training to support staff and student employees as required. Serves as the main point of contact between the Honors Program and faculty, students, administration, and the general public. Researches and responds to queries, requests, and complaints, or refers complaints and requests to other staff when warranted. Answers basic questions from students, faculty, administrators, or the public about SASHP requirements and policy, deadlines, and procedures. Provides sound advice to faculty and students to a wide range of questions that do not require a formal advising appointment. Has a thorough understanding of university, SAS, and SASHP policies. Serves as liaison, with the Academic Dean and Administrative Director, to academic departments and units outside the SAS Honors Program, including the SAS Office of Advising and Academic Services and the Honors College. Maintains and manages content on the Program’s website. Manages program email and calendar. Updates and organizes Honors Program files on W: drive and other virtual locations. Administers and coordinates, under the direction of the Administrative Director and Academic Dean, all aspects of the admissions process.
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	Exempt
Grade	05
Position Salary
Annual Minimum Salary	63518.000
Annual Mid Range Salary	79089.000
Annual Maximum Salary	94659.000
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	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. A minimum of two years relevant experience.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Must possess excellent communication and interpersonal skills. Good research and writing skills. Ability to work with databases and strong computer skills. Must demonstrate knowledge and understanding of office administration, work organization, and coordination. Ability to maintain good spirits under pressure, and to represent the Dean in a professional manner in contacts with administrators, faculty, staff, and students, with the public, and with fundraising contacts. Reports and gathering of statistics is required for assessment
Preferred Qualifications	Experience working in a college or university setting. Experience working directly with faculty and students in a college or university setting. Experience managing confidential student and financial records. Mastery of Microsoft Office Applications. Experience with Honors education.
Equipment Utilized	Microsoft Office applications. Familiarity with web-based data management systems (i.e. Box andGoogleDrive), knowledge of the SAS Content Management System (CMS) using Joomla, Salesforce, People Soft, CourseScheduling System, and Student Data Warehouse is preferred. Exposure to Degree Navigator, MyAdvisor, Canvas, and Qualtrics can easily be learned.
Physical Demands and Work Environment	The campus office location at 35 College Ave Campus has several stairs to enter the building and inside to access restroomsand meeting locations.
Special Conditions

Posting Details

Posting Number	24ST1207
Posting Open Date	05/24/2024
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	College Ave (RU-New Brunswick)
City	New Brunswick
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 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