"Senior Administrative Assistant (to the Dean)"

Position Summary

Rutgers, The State University of New Jersey, is seeking a Senior Administrative Assistant (to the Dean) for the School of Graduate Studies. The Senior Administrative Assistant provides support to the Dean and Senior Associate Deans in the School of Graduate Studies. This person is responsible for serving as the primary point of contact for those needing the Dean or Senior Associate Deans.

Among the key duties of this position are the following:

• Provides executive-level support to the Dean and two Senior Associate Deans.
• Manages the Dean's calendar, schedules all appointments and arranges meetings.
• Responds to inquiries made to the Dean and Senior Associate Deans and determines the urgency of situations which may require immediate attention (i.e., student in crisis, request from senior management, request from faculty, and request by the media).
• Serves as a liaison between the Dean and the SGS Community including faculty, staff administrators and students.
• Serves as a trouble-shooter in solving routine, administrative, or procedural problems, collaborating with other units as needed.
• Maintains strict confidentiality on all matters involving staff, students, faculty, correspondence, communications, budgets and administrative matters.
• Handles complex inquiries or refers them as appropriate.
• Communicates with other University offices, schools, and centers to exchange information, enlist cooperation and implement School of Graduate Studies programs.
• Creates systems to manage information coming in and out of the Dean's Office, ensures that reports are reviewed and evaluated by the Dean and meets with the Dean to determine information needed for meetings.
• Maintains SGS records, policy and decision files, regulations, historical files and similar documentation applicable to the programs administered.
• Works closely with the Dean and others on special projects.
• Coordinates with others the implementation of the Dean's plans, manages team projects and ensures that deadlines are met.
• Provides all travel logistics for the Dean and visitors.
• Serves as subject matter expert to the Dean on all travel policies and procedures.

Minimum Education and Experience

• Bachelor's degree preferably in a related field or an equivalent combination of education and/or experience.
• Two years of relevant experience.

Equipment Utilized

• Personal computer, telephone, copy/scan/fax machine.
• Microsoft Office products (Outlook, Word, PowerPoint), Zoom and database systems.
• University procurement systems: MarketPlace, Concur, TCard, and Pcard and Rutgers Recruitment, Onboarding and Classification System.
• Website maintenance using a content management system.

Physical Demands and Work Environment

• The position requires participation and attendance at two convocation ceremonies held for students receiving their Masters and PhDs.
• Additionally the position requires attendance at an annual Merit & Achievement Awards Ceremony.
• In person presence is required as the convocations and Merit & Achievement Awards are signature events hosted by the Dean.
• At times the Senior Administrative Assistant may attend in-person meetings at other buildings on the New Brunswick/Piscataway Campus.