Administrative Assistant

Overview

Rutgers University
- Newark (RU-N), an urban public research university, is seeking an Administrative Assistant. Reporting to the Senior Executive Associate, the Administrative Assistant provides confidential general office administrative support to the Office of the Chancellor, prepares documents for entry into University administrative systems, and supports office projects and programs.

• Serves as the first point of contact for in-person visits and phone inquiries, organizes and maintains office records and databases, tracks office supply inventory and ensures replenishment, organizes meetings, schedules conference room space, coordinates travel arrangements, coordinates staff moves, removes surplus equipment, and archives documents.
• Utilizes University administrative systems to prepare requisitions, create expense reports, enter payroll time sheets, and maintain absence records.
• Works with vendors to ensure timely payment of invoices and accuracy of payments.
• Provides support for projects and programs originating in the Office of the Chancellor.
• Prepares reports and communications, compiles research, organizes data, and prepares spreadsheets.
• Maintains project plans and timelines.
• Performs at a high level of professionalism and maintains confidentiality of the Office of the Chancellor.
• Completes other assignments consistent with the mission, vision, role, and goals of the Office of the Chancellor.

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.

Required Knowledge, Skills, and Abilities

• Requires 2–3 years of administrative experience supporting senior leadership, ideally within higher education or a similarly complex institutional setting.
• Requires good communication skills and computer literacy.

• Advanced skills in Microsoft Office suite preferred.
• Experience in a higher education environment preferred.
• Standard office equipment.

• Standard office environment.

• Medical, prescription drug, and dental coverage.
• Paid vacation, holidays, and various leave programs.
• Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options.
• Employee and dependent educational benefits (when applicable).
• Life insurance coverage.
• Employee discount programs.

Rutgers University is an equal access/equal opportunity institution. It provides equal employment opportunity to all employees and applicants for employment regardless of race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, sexual orientation, genetic information, or any other category protected by law.