Administrative Assistant

Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the Division of Institutional Planning & Operations (IP&O). The Facilities Administrative Assistant provides comprehensive administrative support to the Facilities Administration team. This role is essential in ensuring the smooth operation of various facilities-related functions, including requisition processing, regulatory compliance, and labor hour entry.

Among the key duties of this position are the following:

• The assistant will also handle additional tasks such as staffing requests, invoice exception reports, and building operations notifications, contributing to the overall efficiency and effectiveness university-wide.
• Manage and process requisitions for utilities, grounds, and EVS, handling approximately 8,500 requests annually. Ensure timely and accurate submission of requisition requests to maintain operational continuity.
• Oversee the completion and submission of regulatory PMs for state shops, transitioning from paper to electronic versions. Maintain up-to-date records and ensure compliance with state and federal regulations.
• Process staffing requests for various departments, including Utilities, Renovations, Maintenance, EVS, Grounds, and Project Services. Provide general administrative support as needed, including key distribution, utility notifications, and labor hour entry.
• Coordinate building operation notifications and utility authority alarm notifications. Create and track utilities mark out work orders, ensuring effective communication and follow-up with relevant departments.

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 office administration, organization, coordination, facilitation, bookkeeping and/or report writing.