Administrative Assistant

Administrative Assistant

Position Details

Recruitment/Posting Title
- Administrative Assistant

Job Category - URA-AFT Administrative

Department
- Rutgers Ombudsman

Overview
- The Office of the Ombudsperson for Students is a confidential, impartial, independent, and informal resource for students. The office provides support to students who have new or persistent university-related concerns or issues. The office facilitates fair resolution outcomes by providing: referrals to other university departments, guidance on university policies and federal and state laws, consultation, coaching, conflict resolution, and facilitation services.

Posting Summary
- Rutgers, The State University of New Jersey is seeking an Administrative Assistant for the Ombuds Office in the New Brunswick campus. This office is designated as confidential. The Ombuds Office operates under strict principles of confidentiality, neutrality, independence, and informality in accordance with the standards set forth by the International Ombuds Association. This position regularly has access to highly sensitive information and communications that are not available to the general employee population.

This position requires substantial knowledge of university systems and resources, enabling it to navigate sensitive situations appropriately.

Among the key duties of the position are the following:
Provides executive level administrative support to the ombudsperson and the Ombuds Office by coordinating daily operations, scheduling meetings, triaging incoming issues, managing cases, and providing supervisory oversight for student staff. Serves as the initial point of contact for the office and is responsible for impartially intaking sensitive information with diligence and diplomacy. Provides discretion in managing confidential data, scheduling sensitive meetings, and coordinating communications that may involve legal, compliance, or institutional reputation considerations.

FLSA
- Nonexempt

Grade - 03

Salary Details - A minimum of $54,027

Minimum Salary -

Mid Range Salary -

Maximum Salary -

Offer Information
- The final salary offer may be determined by several factors, including, but not limited to, the candidate's qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university's broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent.

Benefits
- Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include:
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

Position Status
- Full Time

Working Hours - 8:30 AM to 5:00 PM

Standard Hours - 37.50

Daily Work Shift
- Day

Work Arrangement
- Consistent with the current application of Rutgers Policy 60.3.22 or the applicable provisions of relevant collective negotiations agreements, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, subject to change or discontinuation, and contingent on the employee receiving approval in the Flex Work@RU Application System.

Union Description - URA-AFT Administrative

Payroll Designation
- People Soft

Seniority Unit

Terms of Appointment
- Staff - 12 month

Position Pension Eligibility - ABP

Qualifications

Minimum Education and Experience
- Bachelor's degree or an equivalent combination of education and/or experience.

Certifications/Licenses

Required Knowledge, Skills, and Abilities
- Demonstrated knowledge and understanding of office management, administrative support, organizational structures, and confidential practices. Advanced proficiency with Microsoft Office tools (i.e., Outlook, Excel, Word, One Note, PowerPoint). Strong computer literacy, including operating hardware, software, file management, email, videoconferencing platforms, navigating the internet using multiple browsers, and basic troubleshooting. Extensive experience working with databases. Scheduling one-on-one and group meetings using Outlook and other scheduling platforms (e.g., Doodle, When2meet).

Ability to exercise a high degree of discretion, emotional intelligence, diplomacy, and professional judgment. Demonstrated experience managing sensitive information and working in a confidential environment. Comprehensive understanding of or ability to learn university systems (e.g., Concur, Marketplace), policies (e.g., academic, student conduct, financial aid, residency, registration, withdrawal), laws (e.g., HIPPA, FERPA, Civil Rights) and common standard practices in…