Administrative Assistant

Position 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. Reporting to the Executive Director of the Institute of Jazz Studies (IJS) the Administrative Assistant provides complex, specialized, and often confidential office administrative support to the executive director of the IJS, prepares documents for entry into university administrative systems, and provides support for IJS office projects and programs and some related Dana Library general office work at the discretion of the IJS executive director. Exercises independent judgement to effectively handle internal and external stakeholders while adhering to RU-N University policies, as well as the mission, vision, and goals of Rutgers University in general and IJS, specifically. Provides support as directed for the Dana Library.

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

• Serves as the first point of contact for in-person visits and phone inquiries, organizing and maintaining office records and databases, tracking office supply inventory and ensuring replenishment as needed, organizing meetings, scheduling conference room space, coordinating travel arrangements, coordinating staff moves, removal of surplus equipment and archiving documents.
• Utilizes University administrative systems to prepare requisitions, create expense reports, enter vouchers, payroll time sheets, and maintain absence records.
• Involves regular handling, processing, or exposure to sensitive and confidential information that may include preparing reports, assisting with the coordination of vendor and personnel actions, and supporting higher-level administrators with data requests that require a high degree of discretion.
• Works with vendors to ensure timely payment of invoices and accuracy of payments.
• Provides support for projects and programs originating in the Institute of Jazz Studies.
• Prepares reports and communications, compile research, organize data and prepare spreadsheets.
• Maintains project plans and timelines.
• Performs at a high level of professionalism and will always maintain the confidentiality of the IJS and the executive director.
• Completes other assignments consistent with the mission, vision, role, and goals of the Institute of Jazz.

Minimum Education and Experience

Requires a bachelor's degree in a related field, or an equivalent combination of education and experience that demonstrates knowledge and understanding of office administration, organization, coordination, facilitation, bookkeeping and/or report writing.

City

Newark

State

NJ

Equipment Utilized

Standard office equipment

Physical Demands and Work Environment

Light duties