"Administrative Assistant"

Position Summary

Rutgers, The State University of New Jersey is seeking an Administrative Assistant for the Office of Academic Programs at the School of Environmental and Biological Sciences. This position serves the Office of Academic Programs by providing support for all first-year processes, as well as front-end, student-facing serving for all academic needs. This position serves the Office of Academic Programs by providing support for all first-year onboarding and advising processes, as well as front-end, student-facing serving for all academic needs. The position supports the Assistant Dean for First-Year Students in all year-long first-year onboarding, registration and advising processes, including communication, registration, placement testing, sectioning/scheduling processes, and administrative support for all first-year student needs.

The position, like the other Administrative Assistant grade 3 positions, supports other general responsibilities of the office, including front-line, nuanced student advising, school event planning/coordination, and other duties as needed. The position requires knowledge of school policies/procedures, event planning, organization, and communication skills, as well as the ability to effectively interact with and provide services to students, faculty, staff, the general public, and other units within the University. This position requires dealing with confidential matters and an ability to deal with sensitive issues. The position reports to the Coordinator of Academic Services and Student Records but supports the Assistant Dean for First-Year students.

Among the key duties of the position are the following:

• Provides administrative support to all aspects of a large, complicated on-boarding process and year-long advising efforts for a large, growing, and heterogenous class of first-year students.
• Coordinates and organizes outreach to new students from initial admission, orientation, welcome week, and through the first year, responding autonomously to inquiries from students, parents and other stakeholders.
• Assists the Assistant Dean for First-Year students in coordinating with and training faculty first-year advisors, UPDs, first-year staff at the other NB schools, and OAP advisors to ensure support at all first- year advising programs and programming.
• Provides administrative and logistical support to SEBS students, faculty, staff and outside stakeholders: registration and scheduling, admissions and recruitment (first-year, transfers, guided gap students), and processing of academic forms and transfer credits (i.e. withdrawals, change of major/class, senior worksheets, etc.).
• Provides administrative support and front-line response to all student inquiries about SEBS and Office of Academic Programs policies and procedures, provides appropriate referrals to SEBS departmental and University-wide offices, and ensures quality customer service interactions.
• Represents the department at university-wide and school-specific events.
• Provides logistical and technical support for all aspects of First-year advising and onboarding, including processing of Advanced Placement, International Baccalaureate, Advanced Level, and pre-college program credits.
• Creates and maintains materials to assist in educating new students about graduation and degree requirements, as well as use of online advising and registration tools.
• Supports first year student sectioning/scheduling and initial registration efforts, including coordinating other staff members and student employees supporting those and other onboarding efforts.
• Performs other duties as required for the efficient running of the Office of Academic Programs and support for our students.

Minimum Education and Experience

Bachelor's degree in a related field or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of higher education, office administration, data management, and event-planning.

City: New Brunswick

State: NJ

Equipment Utilized: Desk scanner.

Posting Number: 26ST0244

Internal Number: 268182