Administrative Assistant

Position Details

Position Information


Recruitment/Posting Title
Administrative Assistant


Job Category
URA-AFT Administrative


Department
Facilities UW


Overview


The Division of Institutional Planning & Operations (IP&O) employs a workforce of approximately 2,700 staff, represented by 15 collective negotiations agreements, and is responsible for institutional strategic initiatives and operations, which encompasses an expansive range of comprehensive service and business operations across the State of New Jersey. These include planning and construction, facilities, public safety and emergency operations, environmental health and safety, transportation, housing, and auxiliary/retail operations.

Posting Summary


Rutgers, The State University of New Jersey, is seeking an Administrative Assistant for the Division of Institutional Planning & Operations (IP&O). The Facilities Administrative Assistant provides comprehensive administrative support to the Facilities Administration team. This role is essential in ensuring the smooth operation of various facilities-related functions, including requisition processing, regulatory compliance, and labor hour entry.

Among the key duties of this position are the following:

• The assistant will also handle additional tasks such as staffing requests, invoice exception reports, and building operations notifications, contributing to the overall efficiency and effectiveness university-wide.
• Manage and process requisitions for utilities, grounds, and EVS, handling approximately 8,500 requests annually. Ensure timely and accurate submission of requisition requests to maintain operational continuity.
• Oversee the completion and submission of regulatory PMs for state shops, transitioning from paper toelectronic versions. Maintain up-to-date records and ensure compliance with state and federal regulations.
• Process staffing requests for various departments, including Utilities, Renovations, Maintenance, EVS, Grounds, andProject Services. Provide general administrative support as needed, including key distribution, utility notifications, and labor hour entry.
• Coordinate building operation notificationsand utility authority alarm notifications. Create and track utilities mark out work orders, ensuring effective communication and follow-up with relevant departments.

FLSA
Nonexempt


Grade
03


Salary Details

Minimum Salary
52602.480


Mid Range Salary
64788.980


Maximum Salary
76975.480


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

Standard Hours
37.50


Daily Work Shift

Work Arrangement

Union Description
URA-AFT Administrative


Payroll Designation
PeopleSoft


Seniority Unit

Terms of Appointment
Staff - 12 month


Position Pension Eligibility
ABP

Qualifications


Minimum Education and Experience

• 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

• Good communication skills and computer literacy.

Preferred Qualifications

Equipment Utilized

Physical Demands and Work Environment

Special Conditions

Posting Details


Posting Number
26ST1179


Posting Open Date
06/05/2026


Special Instructions to Applicants

Regional Campus
Rutgers University-New Brunswick


Home Location Campus
Busch (RU-New Brunswick)


City
Piscataway


State
NJ


Location Details

Pre-employment Screenings


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

Immunization Requirements
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.

Equal Employment Opportunity Statement


It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their 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, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: