Administrative Assistant

Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant
Job Category	URA-AFT Administrative
Department	SEBS-Continuing Prof Education
Overview	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 molecules 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. Students also have access to a robust program of applied research and outreach hosted by the New Jersey Agricultural Experiment Station laboratories, farms, business incubators, and marine stations throughout the state.
Posting Summary	Rutgers, The State University of New Jersey is seeking a Administrative Assistant for the School of Environmental and Biological Sciences. Reporting to the Assistant Director and under the direction of the Program Coordinators at Rutgers Cooperative Extension – New Jersey Agricultural Experiment Station’s Office of Continuing Professional Education (NJAES-OCPE), the primary purpose of this position provides support to the Program Coordinators for the administration and coordination of courses and related events/programs. Among the key duties of the position are the following: Prepares and controls records, statistics, reports, and documents for courses and related events as well as recertification credit filings/requirements for various agencies and professional organizations. Oversees day-to-day operations of programming and other duties as assigned. Schedules appointments, arranges and coordinates logistics for courses, programs and related events including online moderating of remote classes and open/close in-person classes (occasional nights/weekends). Creates and approves routine informational course materials including agendas, course shells, brochures and webpages. Drafts services contracts and processes instructor payments; submits invoices and expenses for payment; ensures materials, equipment and sites are prepared and confirmed. Serves as liaison within the unit and university departments as well as outside vendors and instructors. Works under direct supervision of Assistant Director with specific instructions on routine and semi-routine work and within established work parameters for OCPE. The incumbent should be knowledgeable about and support OCPE’s programs as well as the mission, vision, role and goals of OCPE, the Experiment Station, Cooperative Extension and the university.
Position Status	Full Time
Hours Per Week
Daily Work Shift	Day
Work Arrangement
FLSA	Nonexempt
Grade	03
Position Salary	$48372-49000
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 from an accredited institution 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, and report writing principles and practices.
Certifications/Licenses	Requires a valid driver’s license, successful completion of the university’s defensive driving program upon hiring and willingness to drive to off-site courses throughout the state.
Required Knowledge, Skills, and Abilities	Requires good communication and customer service skills, and computer literacy in MS Office Suite and Adobe software. Work effectively in a high-energy, fast-paced, challenging environment and be able to handle multiple concurrent tasks and priorities.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment	All Microsoft Office applications including Word, Excel, Access, PowerPoint; IE/Firefox/Chrome internet browsers; Adobe Creative Cloud software including Acrobat, Publisher, Photoshop and In-Design; Zoom, WebEx, Teams, Canvas/learning platforms, Ancor, PACER.
Special Conditions	The position is required to work in the office 5 days per week during the probationary period as well as the subsequent 3-month period.

Posting Details

Posting Number	24ST0761
Posting Open Date	04/09/2024
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	Cook (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