Administrative Assistant

Newark, NJ           ·         Full time

Position Details

Position Information

Recruitment/Posting Title:         Administrative Assistant

Job Category:                         Staff & Executive – Administrative & Support

Department:                          SASN -RUBIC (Rutgers Brain Imaging Center)

Overview                              

Rutgers University Brain Imaging Center (RUBIC) is a full-service research center which provides access to TWO 3T SIEMENS (TRIO, PRISMA) MR scanners and related research equipment and support. RUBIC enables researchers from Rutgers University campuses as well as those from nearby institutions (e.g. Kessler Foundation, NYU, Columbia, etc.) to develop new research strategies and increase understanding of brain processes underlying typical functioning (e.g. human development, learning and memory, perceptual dynamics, neuroeconomics, computational neuroimaging) as well as atypical functioning such as that associated with developmental problems, mental illness, and addiction. Research at RUBIC is supported at present by various agencies and foundations including NSF, NIH, NIDA, NEI, and the James S. McDonnell Foundation.

Posting Summary            

Rutgers University-Newark, 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 Director of the Rutgers University Brain Imaging Center (RUBIC), within the School of Arts and Sciences-Newark (SASN), Rutgers University-Newark (RU-N), provides administrative support for RUBIC, including co directors, faculty, staff, investigators, subjects, and other visitors.

This position is responsible for and not limited to the following:

• Manages general inquiries and office traffic
• Orders and manages supplies
• Maintains database
• Arranges and coordinates travel, events, and meetings
• Prepares and processes payroll appointments and transactions
• Prepares project cost adjustments, invoices, and business expense reimbursements
• Updates website and social media
• Manages day-to-day administrative operations of front office
• Serves as the first level contact with University community by interacting extensively with the external stakeholders, and must provide timely and accurate information on the policies and procedures of the RUBIC, SASN, RU-N, and the Rutgers system
• Performs professional work requiring knowledge of general administrative/office management practices as well as specific knowledge of University policies and procedures
• Must be able to maintain professional demeanor and multitask in a fast-paced, stakeholder-focused, confidential environment and complete work consistent with a basic understanding of the mission, vision, role, and goals of RUBIC, SASN, RU-N and the tasks and responsibilities of the position in the achievement of these goals. Works under direct supervision, with specific instructions on routine or semi-routine work and within established work parameters and work is usually reviewed upon completion

Position Status:                     Full Time

Hours Per Week                 

Daily Work Shift                  

Work Arrangement:            This position requires a fully on-site work arrangement. (Approval not required)

FLSA:                                         Nonexempt

Grade:                                      03

Position Salary:                     

Annual Minimum Salary:   44831.000

Annual Mid Range Salary: 55743.000

Annual Maximum Salary:   66655.000

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.

Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.

Seniority Unit                       

Terms of Appointment :    Staff – 12 month

Position Pension Eligibility:         ABP

Qualifications

Minimum Education and Experience

• Requires 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

Certifications/Licenses    

Required Knowledge, Skills, and Abilities

• Requires excellent oral and written communication skills, the ability to handle and prioritize multiple tasks, and to interact successfully with a wide range of individuals at all levels of the University and external community
• Must be able to work in a fast-paced, deadline-driven, stakeholder-focused environment

Preferred Qualifications

• Knowledge of Rutgers University systems preferred

Equipment Utilized

Position regularly uses Apple and PC, MS Office Suite, Cornerstone, ARS, ROCS, HCM, RAPSS, ECRT, E-Verify, Adobe products, mass-mailing programs, social media platforms, and knows or will learn any and all systems RUBIC and Rutgers University (RU) use for expense reimbursement, invoicing, procurement, parking, telephones, payroll, grant submission, web and social media updates, recruitment, scheduling, facilities and space management, and the equipment, software, and specialized materials needed to support the effective and efficient performance of this position

Physical Demands and Work Environment

• Fast-paced, deadline-driven, stakeholder-focused, confidential environment

Special Conditions             

Posting Details

Posting Number :                 23ST1201

Posting Open Date:              05/10/2023

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

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