"Administrative Assistant"

Position Summary

Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the School of Communication and Information (SC&I). Under the supervision of the Senior Administrative Assistant Supervisor, this position provides confidential and essential administrative support to faculty in their teaching, research, and administrative functions.

Key Duties:

• Serves as primary preparer for all purchasing (requisitions, check requests, etc.) and expense reimbursement for all school faculty.
• Provides guidance to faculty on procedures and rules.
• Ensures that Rutgers' purchasing system is used whenever possible to pay a vendor.
• Prepares travel advances, travel orders, lost receipt forms, expense justifications and exceptions, and per diem forms as needed.
• Assists faculty members, lecturers, and TAs in preparation of syllabi, book orders, conference arrangements, and other administrative needs.
• Creates, prepares, and distributes information on rosters, schedules, grading, and other items.
• Advises all faculty and instructors on policies and procedures.
• Notifies and reminds faculty of deadlines so that tasks are completed in a timely manner.
• Assists in the administration of personnel actions for all hires/reappointments/terminations/ad hoc salary changes, etc., for full‐time faculty, part‐time faculty, student workers, and salaried project positions at SC&I, including processing forms and data entry in the HCM system.
• Assists faculty, lecturers, and graduate students with event logistics, including scheduling and setting up rooms, ordering catering and supplies, sending out announcements, and other logistics.

Minimum Education and Experience:

Bachelor's degree in accounting, finance, business administration, or a related field or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of business office practices.

City:

New Brunswick

State:

NJ

Equipment Utilized:

Desktop and laptop computers. Typical office software, including word processing, database, and spreadsheet applications. Web applications, including school-specific, university-wide, and public systems. Expected to use and be familiar with copier machines, fax, and other office equipment.

Physical Demands and Work Environment:

This position will be required to lift boxes and other items up to 25 pounds. Must be able to participate in room set up for events including moving tables and chairs. Move mobile furniture such as tables on wheels or folding chairs.