Administrative Assistant

Position Details

Position Information

Recruitment/Posting Title	Administrative Assistant
Job Category	Staff & Executive - Administrative & Support
Department	Registrar - Nwk
Overview	Rutgers University- Newark (RU-N), an urban public research and anchor institution, located in Newark, New Jersey, a city of promise is seeking an Administrative Assistant (AA) to join the Office of the Registrar. Operating under the guidance of the Assistant Registrar’s, the AA will play a integral role within the processing team of the Office of the Registrar. As a member of the Office of the Registrar, this position will also be a member of the Division of Enrollment Services & Experience Team. The AA will support various administrative functions within the Office of the Registrar and support a number of special academic programs and populations. The AA will work with other team members in the verification/transcript processing caseload; in addition, they will be processing accurate maintenance of student academic records.
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. The Office of the Registrar is seeking an Administrative Assistant (AA). The AA under the direction of the Assistant Registrar ’s, will have an integral role within the Office of Registrar’s processing team, which is comprised of the Registrar, Associate Registrar, two Assistant Registrar ’s, and other Registrar support roles. As a member of the Office of the Registrar, this position will also be a member of the Division of Enrollment Services & Experience Team. The AA will support a number of the administrative functions within the Office of the Registrar and support a number of special academic programs and populations. The Administrative Assistant will work with other team members in the verification/transcript processing caseload; in addition, they will be processing accurate maintenance of student academic records. This position will be responsible for and not limited to the following: Ensuring efficient and accurate information of submission of transcripts, processing transcript request, processing transcript transmittals; processing Apostilles; processing registration; processing grade rosters; updating grade rosters with appropriate coding; processing grade changes to ensure that transcripts are in line with appropriate academic grading policies; Reviewing reports for data accuracy, reviewing data for school-to-school transfers coding; review/processing request for major changes; updating records to reflect transfer course evaluations; processing and updating records for visiting students with summer and winter sessions; processing and updating records to reflect reenrollment; special requests for transcript updates; uploading residency application documents; and other unique requests, etc. Assisting in supporting specialty areas such as veterans; international programs; diploma distribution; NJIT cross registration etc. Assisting in a number of administrative tasks to support the Office of the Registrar and OneStop; the individual within the position will need to meet the One Stop service excellence expectations. Additionally, the individual will need to have an understanding of the unique registration coding, registration needs and requirements related to special populations that include but are not limited to: athletes; Honors College; EOF; HLLC; NJ STEP, UTEP, Pre-college Programs, BOLD Scholars; Dream.US; Veterans; unemployment tuition waiver, etc. The AA will support a number of special projects and academic programs including but not limited to: working closely with Registrar’s Senior Leadership Team and Support Services Coordinators’ (SSC’s) to administer Veteran Educational Benefits; assist with cross registration with NJIT; assist with the registration for Essex County College and Rutgers Biological and Health Sciences; working with the myRUN training team in reviewing training materials and providing input on training materials; etc. Providing assistance in distributing diplomas; collecting and review of diploma certifications; collecting information and processes for the special registration calendars for undergraduate and graduate programs; scanning and indexing of documents; processing web-based forms; updating the student information system (SIS) with regard to special programs; etc. The AA will participate in One Stop committees and projects that strategically enhance the One Stop and departmental goals and mission. The AA will on occasion be asked to participate in outreach literacy and advisement to students, parents, and community in regard to registrar questions concerning applications, eligibility, grades, transcripts and any other special circumstances. The person in this role may interact with federal and state agencies and individuals, schools, and post-secondary institutions; as well as all members of the Office of Registrar and other offices within the Enrollment Services & Experience team. The AA in collaboration with the Support Services Coordinators will make professional judgment decisions and facilitate problem solving regarding barriers that impede a student’s ability to access a Rutgers University-Newark college education. To perform these functions effectively, the incumbent must be able to leverage expertise and accountability for ensuring compliance with federal, state, and university regulations and safeguarding the institution’s eligibility to participate in any program afforded to the Office of the Registrar.
Position Status	Full Time
Hours Per Week
Daily Work Shift
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	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. At least 2 years work experience in administrative role.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Experience in higher education or university setting. Excellent written and verbal communication skills. Possess a demeanor and approach that is based in student centeredness and customer service. The individual in the position will need to understand and abide by all Federal and state laws and guidance and university policies that govern information, records, transactions, and interactions within the Office of the Registrar. Will have understanding of the unique registration coding, registration needs and requirements related to special populations that include but are not limited to: athletes; Honors College; EOF; HLLC; NJ STEP, UTEP, Precollege Programs, BOLD Scholars; Dream.US; Veterans; etc.
Preferred Qualifications	3-5 years’ experience in student services office working with student records such as registration or academic counseling. Familiarity with various data elements pertaining to student records in higher education degree programs and special cohorts such as athletes, EOF, Honors College, Veterans, etc. Familiarity with enrollment management systems from admissions, to student records, academic counseling and degree certification. Ability to lead a team of enrollment specialists on group tasks. Attention to detail in order to accurately record and maintain data in computerized and non-computerized formats. Ability to communicate effectively with a wide variety of constituents (e.g. students, parents, academic staff such as Deans, advisers, faculty, and department/program administrators.) Excellent customer service skills and work occasional evening hours. Analytical Skills: Synthesize complex or diverse information; collect and research data; use intuition and experience to complement data; design workflows and procedures; Customer Service Skills: Manage difficult or emotional customer situations; respond promptly to customer needs; solicit customer feedback to improve service; respond to requests for service and assistance in a friendly and timely manner; demonstrate sensitivity to the diverse needs of students and customers from various socio-economic and cultural backgrounds; speak clearly, listen and get clarification; present information related to the services provided by the Office of the Registrar and respond accurately to questions in individual and group settings; Demonstrate and promote a high level of customer service. Computer Skills: High level of proficiency and accuracy in Windows file management, Microsoft Office programs and department-specific software programs; Oral Communication: Ability to speak clearly and persuasively in positive or negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participate in meetings. Quality: Demonstrate accuracy and thoroughness; look for ways to improve and promote quality; apply feedback to improve performance; monitor own work to ensure quality; Professionalism: Ability to approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments.
Equipment Utilized	Familiarity with use of desktop PC and common software applications such as email client software, MS Office Suite business software (MS Word, MS Excel, MS Access, MS PowerPoint) as well as Adobe Acrobat features; familiarity with student information systems (SIS) including legacy mainframes, Banner and other SIS systems, including online web applications.
Physical Demands and Work Environment
Special Conditions

Posting Details

Posting Number	24ST0057
Posting Open Date	01/29/2024
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