"Administrative Assistant"

Position Summary:

Rutgers, The State University of New Jersey is seeking an Administrative Assistant for the Office of Continuing Professional Education. Reporting to the Senior Program Coordinator, this position works with specific instructions on routine and semi-routine work and within established work parameters for OCPE. The primary purpose of this position provides primary support to the Senior Program Coordinator and supplemental support to Program Coordinators for the administration and coordination of courses and related events/programs at the Office of Continuing Professional Education (OCPE).

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.

Minimum Education and Experience:

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.

City:

New Brunswick

State:

NJ

Equipment Utilized:

All Microsoft Office applications including Word, Excel, Access, Teams, 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.

Physical Demands and Work Environment:

No specific dress code is defined, but this position is expected to dress professionally for meetings, conferences and classes with internal and external clients. Ability to lift 40 lbs.

Special Conditions:

This position will work in the office five days per week for the first six months; may be eligible for a partial hybrid schedule according to university policy after six months. Travel to offsite meetings is required (Rutgers does not control the accessibility of non-Rutgers locations, but the majority of meeting sites are at University and State / County / Local government buildings that offer access ramps, elevators, etc. to assist those with mobility limitations). This position may occasionally be required to work outside of normal business hours – early morning, late afternoon/evening with an occasional weekend – as the needs of program, courses or events requires. Clean Driving Record.

Salary:

up to 57863

Posting Number:

25ST2473

Posted:

11-Dec-25

Location:

New Brunswick, New Jersey

Internal Number:

264174