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Administrative Assistant - job 2 of 3

Position Details

Position Information

Recruitment/Posting Title

Administrative Assistant

Job Category

Staff & Executive - Administrative & Support

Department

SASN -RUBIC (Rutgers Brain Imaging Center)

Overview

Rutgers University Brain Imaging Center (RUBIC) is a full-service research center which provides access to TWO 3T SIEMENS (TRIO, PRISMA) MR scanners and related research equipment and support. RUBIC enables researchers from Rutgers University campuses as well as those from nearby institutions (e.g. Kessler Foundation, NYU, Columbia, etc.) to develop new research strategies and increase understanding of brain processes underlying typical functioning (e.g. human development, learning and memory, perceptual dynamics, neuroeconomics, computational neuroimaging) as well as atypical functioning such as that associated with developmental problems, mental illness, and addiction. Research at RUBIC is supported at present by various agencies and foundations including NSF, NIH, NIDA, NEI, and the James S. McDonnell Foundation.

Posting Summary

Rutgers University-Newark, 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 Director of the Rutgers University Brain Imaging Center (RUBIC), within the School of Arts and Sciences-Newark (SASN), Rutgers University-Newark (RU-N), provides administrative support for RUBIC, including co directors, faculty, staff, investigators, subjects, and other visitors.

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

Manages general inquiries and office traffic
Orders and manages supplies
Maintains database
Arranges and coordinates travel, events, and meetings
Prepares and processes payroll appointments and transactions
Prepares project cost adjustments, invoices, and business expense reimbursements
Updates website and social media
Manages day-to-day administrative operations of front office
Serves as the first level contact with University community by interacting extensively with the external stakeholders, and must provide timely and accurate information on the policies and procedures of the RUBIC, SASN, RU-N, and the Rutgers system
Performs professional work requiring knowledge of general administrative/office management practices as well as specific knowledge of University policies and procedures
Must be able to maintain professional demeanor and multitask in a fast-paced, stakeholder-focused, confidential environment and complete work consistent with a basic understanding of the mission, vision, role, and goals of RUBIC, SASN, RU-N and the tasks and responsibilities of the position in the achievement of these goals. Works under direct supervision, with specific instructions on routine or semi-routine work and within established work parameters and work is usually reviewed upon completion

Position Status

Full Time

Hours Per Week

Daily Work Shift

Work Arrangement

This position requires a fully on-site work arrangement. (Approval not required)

FLSA

Nonexempt

Grade

Position Salary

Annual Minimum Salary

44831.000

Annual Mid Range Salary

55743.000

Annual Maximum Salary

66655.000

Standard Hours

37.50

Union Description

URA-AFT Administrative

Payroll Designation

PeopleSoft

Benefits

Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview.
Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.

Seniority Unit

Terms of Appointment

Staff - 12 month

Position Pension Eligibility

ABP

Qualifications

Minimum Education and Experience

Requires 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

Certifications/Licenses

Required Knowledge, Skills, and Abilities

Requires excellent oral and written communication skills, the ability to handle and prioritize multiple tasks, and to interact successfully with a wide range of individuals at all levels of the University and external community
Must be able to work in a fast-paced, deadline-driven, stakeholder-focused environment

Preferred Qualifications

Knowledge of Rutgers University systems preferred

Equipment Utilized

Position regularly uses Apple and PC, MS Office Suite, Cornerstone, ARS, ROCS, HCM, RAPSS, ECRT, E-Verify, Adobe products, mass-mailing programs, social media platforms, and knows or will learn any and all systems RUBIC and Rutgers University (RU) use for expense reimbursement, invoicing, procurement, parking, telephones, payroll, grant submission, web and social media updates, recruitment, scheduling, facilities and space management, and the equipment, software, and specialized materials needed to support the effective and efficient performance of this position

Physical Demands and Work Environment

Fast-paced, deadline-driven, stakeholder-focused, confidential environment

Special Conditions

Posting Details

Posting Number

23ST1201

Posting Open Date

05/10/2023

Special Instructions to Applicants

Regional Campus

Rutgers University-Newark

Home Location Campus

Rutgers University-Newark

City

Newark

State

Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements

Under Policy 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees, Rutgers University requires all prospective employees to provide proof that they are fully vaccinated and have received a booster (where eligible) against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Employees who are not eligible for a booster at the time of an offer of employment must provide proof they have received a booster upon eligibility and upload proof of same. Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.

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FUNDING

Public

INDUSTRY

Colleges & Universities

TEAM SIZE

10000+

LOCATION

Hybrid, based in New Brunswick, NJ

DATE POSTED