Rutgers, The State University of New Jersey, is seeking an Administrative Assistant (AA) for the Rutgers Health Services. This position manages a wide range of confidential human resource and payroll functions as well as supports the administrative and operational functions for Rutgers Student Health by serving as the primary contact for facilities issues for Rutgers Student Health. The AA provides confidential administrative support to the Director of Administration and Operations for Rutgers Student Health (RSH).
Among the key duties of this position are the following:
In conjunction with Student Affairs Human Resources; ensures completion of all aspects of the employment hiring and on boarding process based upon the position type and bargaining unit, during the hiring process for Class 1's, 3's, and 4's and serves as the Applicant Reviewer under the ROCS system.
In conjunction with Student Affairs Human Resources; monitors and updates checklists for hiring on boarding and termination for all classes of staff in order to protect the department and the University.
Creates and maintains databases, customized reports as needed, telephone lists for staff, emergency lists for executive leadership and more.
Provides RSH staff with basic HR information and refers to Student Affairs HR when necessary.
Prepares and monitors purchases and/or invoice payments directed by the Director of Administration and Operations for services that include but not limited to mail service, security and mobile access point blankets and maintenance agreements. May serve as back up to Preparer for requisitions when needed.
Acts as primary contact for facility issues which includes but is not limited to mechanical and structural repair requests, VOIP system issues and/or ordering new phone/phone lines and security work orders which may include key ordering, and door/lock repairs. This position will submit and track work orders, monitor progress and will follow up as needed.
Provides confidential secretarial, clerical and administrative duties assigned by the Director of Administration and Operations of Rutgers Student Health, including; the management of University agreements for the provision of clinical training by Rutgers Student Health New Brunswick staff, for contractual clinical and other services (excluding pharmacy contracts).
Minimum Education and Experience:
Requires a bachelor's degree in a related field, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of human resources, office administration, organization, coordination, facilitation and report writing.
Required Knowledge, Skills, and Abilities:
Good communication skills and computer literacy, specifically with MS Office
Requires ability to compose correspondence and statistical reports
Ability to perform multiple tasks with multiple interruptions
Maintain even temper, problem solve and performs tasks independently
Use of personal vehicle in order to travel for business demands; a valid driver's license would be required for this position.
A minimum of 5 years experience as an Administrative Assistant or the equivalent.
Will utilize computer with basic Microsoft Office, fax; copiers and scanner.
Proficiency in the development and maintenance of spreadsheets and databases.
Physical Demands and Work Environment:
Should be able to carry small-medium cartons for courier/mail services
Might involve movement of 20 lb. items from one site to another with the use of a personal car.
Clean Driving Record
Posting Number: 19ST1793
Location: College Ave (RU-New Brunswick)
Internal Number: 86860
About Rutgers University
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.